Property Vacancy & Handover Procedure
Streamline the process of tenant departure, property assessment, and financial reconciliation to ensure a smooth and compliant handover.
This reusable ProcessKit template contains 12 steps and 38 blocks. Adapt it to your team’s policies, responsibilities, and tools.
Template categories
What’s included
Communicate Departure Assessment Date
- Send initial notification regarding the scheduled property assessment date
Confirm Final Property Review Appointment
- Tenant's response to final property review scheduling
Execute Property Condition Assessment and Record Findings
- Thoroughly inspect all interior spaces and common areas
- Verify functionality of installed appliances and fixtures
- Assess plumbing systems for leaks or damage
- Examine electrical outlets, lighting, and safety components
- Upload comprehensive assessment report and photographic evidence
Identify and Evaluate Property Discrepancies
- Walls and surfaces requiring repair or repainting
- Non-functional or damaged fixtures and fittings
- Appliances requiring service, repair, or replacement
- Evidence of water leaks, blockages, or plumbing faults
- Electrical system malfunctions or safety concerns
Compute Outstanding Service Charges
- Final electricity consumption charges
- Final water usage charges
- Final gas consumption charges (if applicable)
- Outstanding internet or communication service fees
- Waste management and disposal fees
Generate Tenant Departure Financial Summary
- Compile all charges, credits, and security deposit details into a single statement
Communicate Security Deposit Adjustments
- Applicable cleaning service charges
- Costs for property repairs and restoration
- Penalties for lease agreement violations
- Unpaid utility balances
- Fee for unreturned access items (e.g., keys, fobs, remotes)
Management Review and Authorization
- Confirm tenant notification of departure assessment date
- Verify final property review appointment status
- Approve property condition assessment documentation
- Review identified property discrepancies and proposed actions
- Validate outstanding service charge calculations
- Approve tenant departure financial summary
- Confirm communication of security deposit adjustments
Issue Final Account Statement to Occupant
- Send the approved comprehensive final billing statement to the former occupant
Verify Final Payment Acknowledgment
- Confirm receipt and processing of all outstanding payments from the former occupant
Perform Joint Property Handover Verification
- Jointly review all property areas with the departing occupant
- Address any remaining questions or concerns raised by either party
- Ensure mutual agreement on the final condition of the property
- Upload completed handover verification form
- Obtain digital signature on the final handover agreement
Distribute Official Condition Report to Former Occupant
- Provide the former occupant with a copy of the finalized property condition report