Moving tenants in and out of your rental property

Once an offer has been agreed on your property, and you are happy with the prospective tenants, a tenancy agreement will be drawn up (usually by the letting agent) which details the terms of the agreement.

If you are employing the services of a managing agent for the letting, they should be able to advise you as to the next steps for the tenant to move in, but follow this quick check list to make sure that the paperwork is completed and everything is set for the tenant.

  1. The tenancy agreement is signed by both the landlord and the tenant – original copies are preferable where possible.
  2. The tenant has paid in cleared funds the deposit and the first month’s rent.
  3. The property is ready for the tenant, it has been cleaned throughout and everything is in working order, and anything that ha been agreed to be fixed prior to the tenancy has.
  4. If the tenant is paying for the utilities, ensure that the electricity meter is read and that you close the accounts for other services such as telephone, television packages and internet.
  5. There are complete sets of working keys or keycards including a postbox key.
  6. A check in is conducted where an inventory of the items in the property are checked, and the condition of them is noted. A copy is required to be given to the tenant for their records.
  7. The tenant is advised who is the point of contact in case of an emergency or if the property needs any repairs, and given up to date contact details.
  8. If the rent is being paid directly to you rather than the managing agent, ensure that the tenant has your bank details.
  9. If you are employing the services of a managing agent for the letting, check how regularly they are planning to inspect the property, if not, advise the tenant that you will be conducting these instead.

At the expiration of the tenancy or if the agreement has been terminated earlier by mutual agreement of both parties, or a if the break clause has been exercised, to ensure that your tenants are checked out of the property properly, follow these quick points.

  1. Once the tenant has moved out and removed all their personal possessions, the property needs to be checked for any damage above fair wear and tear to determine the deductions, if any, from the deposit.  
  2. Check that the rent has been paid in full before returning the deposit.
  3. The tenant has returned the same number of keys that were issued at the commencement of the tenancy.
  4. Take the electricity meter reading and check that the tenant has closed the utility accounts.