Rental Property Vacancy & Inspection Procedure
Efficiently manage the entire process of a rental unit's move-out, final inspection, and deposit settlement.
This reusable ProcessKit template contains 12 steps and 18 blocks. Adapt it to your team’s policies, responsibilities, and tools.
Template categories
What’s included
Communicate Departure Date to Occupant
Arrange Final Property Assessment
Perform Preliminary Unit Review
- Inspect for visible wear and tear or damage
- Confirm utility service disconnections
- Verify cleanliness of major appliances
- Evaluate overall property state
- Record any observations or issues
Supply Occupant with Departure Guidelines
Obtain Occupant's New Contact Information
Confirm Receipt of Vacancy Notification
Execute Comprehensive Property Assessment
- Evaluate wall surfaces and paintwork
- Examine floor coverings and materials
- Test major appliance operation
- Inspect water fixtures and drainage
- Review exterior grounds and landscaping
Record Discrepancies and Required Repairs
- Upload detailed damage report with photos
Determine Deposit Adjustments
- Enter total amount for deposit deductions
Generate Official Assessment Report
- Upload completed final inspection report
Review and Authorize Final Report
- Confirm final property assessment completion
- Verify documentation of identified issues
- Approve calculated deposit adjustments
- Sign off on the official assessment report
Communicate Final Assessment Outcomes to Occupant
- Send official notification of inspection results and deposit disposition