End of tenancy letter

[Tim_Ira1]

Hi.

Our tenants are moving out. We would like to write them end of tenancy letter giving a few tips on what needs to be done and providing a few helpful links. Does anybody have a template? We find that many tenants have no clue what needs to be done and think that cleaning is landlord’s job and is included in the rent.

Thank you.

[Adam4837]

Subject: End of Tenancy Information and Checklist

Dear [Tenant’s Name],

We hope this message finds you well. As you prepare to move out of the property at [Property Address], we want to provide you with some guidelines and tips to ensure a smooth end-of-tenancy process. Following these guidelines will help make sure that the property is returned in good condition, and it will also aid in the timely return of your security deposit.

1. Deposit Protection Scheme

Please note that your deposit is held in a government-approved deposit protection scheme, as required by law in England. Any deductions from the deposit will be clearly outlined and discussed with you if necessary. We are committed to following all legal guidelines, and we aim to return your deposit promptly, assuming the property is left in good condition.

2. Cleaning Responsibilities

Please be aware that you are responsible for returning the property in the same clean condition it was in when you moved in, taking into account fair wear and tear. To avoid any charges for cleaning or repairs, we recommend thoroughly cleaning the following areas:

•	Kitchen: Clean all appliances, including the oven, hob, microwave, refrigerator, and dishwasher. Ensure cabinets and counters are wiped down and free of stains or crumbs.
•	Bathroom: Scrub all tiles, sinks, showers, and toilets. Ensure that there is no mold or limescale buildup.
•	Floors and Carpets: Vacuum and clean all carpets and floors. Consider professional carpet cleaning if there are any stains or if the carpet was professionally cleaned when you moved in.
•	Windows: Clean all windows, both inside and out (where accessible).
•	General Cleaning: Wipe down all walls, skirting boards, light switches, and any other surfaces. Remove any scuff marks if possible.
•	Garden/Balcony: If applicable, tidy up the outdoor areas by mowing the lawn, trimming hedges, and removing any debris or rubbish.

3. Repairs and Maintenance

Please make sure to:

•	Replace any light bulbs or batteries that are not working.
•	Repair any small damages (like nail holes) you might have made during your stay.
•	Notify us immediately if there are any significant issues or damages that require professional attention.

4. Moving Out Checklist

   • Remove all personal belongings from the property.
   • Dispose of all rubbish and recycling properly.
   • Return all keys, fobs, and garage remotes.
   • Forward your post to your new address and inform utility companies of your move.

5. Professional Cleaning Services (Optional)

If you prefer, you can hire a professional cleaning service to handle the property cleaning. Here are a few reputable companies in our area:

•	Cleaning Service 1
•	Cleaning Service 2
•	Cleaning Service 3

6. Final Inspection

Once you have moved out and cleaned the property, we will conduct a final inspection. You are welcome to be present during this inspection if you wish. The inspection will determine if any deductions need to be made from your deposit for cleaning or repairs.

7. Helpful Links

   • Moving Out Cleaning Checklist
   • How to Get Your Deposit Back
   • Professional Cleaning Standards

We appreciate your cooperation in following these guidelines to ensure a smooth transition. If you have any questions or need further assistance, please don’t hesitate to contact us at [Your Contact Information].

Thank you for being a valued tenant, and we wish you all the best in your new home!

Best regards,

[Your Name]
[Your Position/Title, if applicable]
[Your Contact Information]
[Property Management Company (if applicable)]

[David122]

You might also want to add further questions about:

• who the utility providers are now, with reminders to do readings on their last day.
• what they want to do about mail received and whether they are setting up mail forwarding.
• whether they have any contracts for broadband and or media services at the property that they havent yet cancelled or transferred.

[Tim_Ira1]

Thank you ever so much. That’s really helpful ))

[tatemono]

also request them to provide you with a forwarding address

[Mina3]

My thinking is a prospective tenant would want to move in to a spotlessly clean attractive property and with this in mind this us what I would do.
And ask as many questions re utilities companies during visit.

Carry out an in-person pre-end of tenancy visit, weeks earlier or soon as you know the tenants are leaving and based upon your findings, in their presence add the following to your list which are typically blind spots to the tenant and my pet areas which require effort and are time consuming to deal with:

1. Oven clean to include all trays, pots and frying pans - give out a card of a specialist professional company cleaner you know - smoothing your hand over the surfaces will inform you of its true food remnant buildup or removal.
2. Cooker extractor, the same, clean and check lights are functioning - grease is very, very difficult to remove in one go once allowed to build up - exchange with new filter if part of the system - again give them the specialist professional company cleaner card against general cleaning companies or make an appointment there and then while with them.
3. Clean detergent tray on dishwasher and descale washing machine with Dr Beckmann etc, remembering to empty rubber hose of water sitting at bottom.
4. Tumble dryer, do a check.
5. Descale dishwasher and clean all filters within and below, again as above. You can take these with you and they can pay you there and then.
6. If it belongs to you Clean Microwave.
7. Bathroom shower head, check, clean and Descale etc.
8. Check around all window frames. They get very dirty and are overlooked on a day to day basis.
9. Be realistic, assume you will need to do another general clean once they leave.
10. Professional tenants tend not to notice these aspects.
11. I always take photos of keys on handovers, easy to forget which keys are which and how many.
12. Are alarms in working order and up to date, etc.
    Hope this is of help.

[tatemono]

@Mina3

I always take photos of keys on handovers, easy to forget which keys are which and how many.

As do I, like this:

[Mina3]

Yes, the same including tenant name, date and signatures all on same paper form.

[Donk]

I always insist on a professional cleaning service and ask for a receipt to prove it.

[tatemono]

That’s illegal Donk. They can choose to get professional cleaning, but you cannot insist on it and you cannot deduct from the deposit simply because you don’t have a receipt for professional cleaning.