A tenancy, whether periodic or fixed-term, runs for a specific period. And it’s up to the parties in the lease agreement to choose whether to renew it. If you or the tenant decides to end it, state law may mandate a move-out letter.
As a landlord, it’s important to understand what it entails, when to serve it, and how to draft one.
What is a Move-Out Letter?
A move-out letter is a notice you can use to communicate your expectations to the tenant before they move out. You can use it to let the tenant, for instance, know that they must leave the unit clean and without excessive damage.
Doing this can ensure they leave the property in good condition, saving you time and money on repairs. And that can ensure quick occupancy rates between tenants.
The move-out letter must be detailed and as clear as possible to minimize potential misunderstandings. You can use it, for instance, to suggest to the tenant to ensure all garbage is disposed of, and all floors are swept, mopped, and vacuumed.
What are the Benefits of Sending a Move-Out Letter?
The following are some of the benefits that a move-out letter can provide you with as a landlord.
- Good terms: A move-out letter can serve as an act of good faith. For one, it can help minimize any misunderstandings by clearly outlining your expectations.
- Demonstrates Respect: The ample notice will help them prepare for the move and ensure the transition goes smoothly. Letting the tenant know that you value and respect their time .
- Fairness and transparency: It can help demonstrate that you’re handling the process fairly and transparently. For example, by detailing the specific reasons for deductions and what the tenant can do to avoid them.
- Acts as a formal ‘thank you’: A move-out letter is not all doom and gloom. Even if the tenancy has been anything but perfect, a well-crafted move-out letter can help maintain a positive relationship. You can use it to express your gratitude to the tenants and wish them well in future endeavors.
- Give the tenant time to act: Since you’ll be sending the letter in advance, it’ll give the tenant time to do the necessary fixes. Including, making repairs they are liable for, and end of tenancy cleaning the unit to the expected standards.
What Details Should a Move-Out Letter Include?
No two move-out letters are ever going to be the same. Every rental house is different and will have unique requirements.
For help in drafting a move-out letter, you can reach out to a reliable and professional property manager. They will probably have experience drafting dozens, if not hundreds, of move-out letters during their careers.
But generally speaking, the following are the basics that every move-out letter should contain for optimum effectiveness.
- Date of delivery: This is important as it may be required by state law.
- Method of delivery: The method of delivery must be proper. Otherwise, it may not reach the tenant as intended and your efforts may all turn out to be futile. Ideally, deliver the letter either in person, email or through mail .
- Contact information: Include your phone number, mailing address, and address.
- The move-out date: The last thing you want to have to deal with is a holdover tenant. Specify exactly when the tenancy will end, especially if the lease is periodic as it may not be clear.
- Final inspection details: Will you be planning to do the inspection with the tenant present? If so, let them know the details, such as the date and time of the inspection.
- Security deposit details: Let the tenant know when they can expect their security deposit back. You can also share with them the possible reasons for withholding a portion of it.
When Does a Landlord Need to Send a Move-Out Letter?
This will vary based on the laws of individual states. Under Chapter 92 of the Texas Property Code, either party in a periodic lease must provide the other party with an advance notice before moving out.
If ending a month-to-month tenancy, for instance, you must provide your tenant with an advance notice of at least 30 days. Staying compliant is key. If you end the tenancy sooner than required by law, that could be a potential ground for legal trouble.
This is especially true if the tenant can demonstrate the actual damages they have suffered as a result of the short notice. Including, moving costs, emotional distress, and difficulty finding new accommodation on short notice.
Eviction Notice vs Move-Out Letter
A tenant can move out for many different reasons. It can be after the expiry of a lease, early lease termination, or even worse – an eviction.
Now, for an eviction to be successful, a landlord must follow certain legal procedures. Including, sending the tenant a proper eviction notice.
The notice will let the tenant know about the reason for the eviction and what they must do within the notice period.
If the tenant doesn’t do either of these two things, you can proceed with the eviction by filing a lawsuit. At this point, you’ll need to obtain a court order to have the tenant kicked out.
A move-out letter, on the other hand, simply notifies the tenant what they must do before moving out.
Conclusion
Move-out letters are crucial to a smooth move out process! For help in drafting a solid move-out letter, get in touch with Legacy Realty & Management.
We provide property owners in Denton County with full-service property management services. From property advertising, tenant screening, to repairs and maintenance, and everything in between. Get in touch to learn more!
