Preparing Units for Turnover: A Property Manager’s Guide

As leases expire, preparing vacated units to be “rent-ready” for the next tenants is a crucial part of operations. How efficiently you handle unit turnover impacts vacancy durations, repair costs, and resident satisfaction. Developing a structured turnover process minimizes headaches at this chaotic stage. In this article, we’ll explore best practices for preparing your properties for turnover.

Communication and Timeline

The turnover process starts well before the prior tenants move out. A coordinated timeline ensures the unit is ready for showings and new move-ins.?

• 60-90 days out Notify current residents of lease expiration and arrange a pre-move out inspection. Provide guidance on proper move-out procedures.

• 30 days out Reaffirm move-out date and start marketing the unit for pre-leasing.?

• 2 weeks out Confirm tasks like utility transfers, key returns, final inspection scheduling.

• Move-out – Perform detailed inspection identifying repairs. Change locks if needed.

• After move-out – Complete repairs rapidly and clean/paint unit thoroughly.?

• Before move-in – Conduct final quality assurance walkthrough after repairs.

Proactive communication ensures all parties know expectations for a smooth transition between old and new tenants.

Detailed Move-Out Inspection

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Conducting a comprehensive inspection after tenants vacate is crucial for identifying needed repairs, cleaning, and damages for deductions. Thoroughly evaluate:

• All rooms - Note repairs like cracked walls, stains/damage to surfaces, carpet issues.

• Appliances – Assess functionality, cleanliness, and damage like scratches or dents.

• Bathrooms – Check for leaks, water pressure, stained grout/caulk, missing hardware.

• Windows – Test operation and screens; watch for cracks.

• Doors – Confirm handles, locks and knobs are intact.

• Electrical – Verify light switches and fixtures work; replace bulbs.

• HVAC – Check filter; test heating, cooling, air flow.

Documentation like photos and video speed capturing all deficiencies needed to make the unit “rent ready.”

Scheduling and Completing Repairs

Use inspection findings to quickly schedule contractor repairs:

• Categorize issues by severity – Triage critical electrical, plumbing, HVAC issues for immediate repair.

• Confirm contractor availability – Book appointments based on urgency and get commitments.

• Purchase supplies – Order any materials like paint, flooring, appliances well in advance.

• Gain access – Coordinate access for contractors; re-key if needed.?

• Inspect work – Do final walkthrough when repairs are finished to catch any deficiencies.

Tight coordination ensures repairs happen rapidly so unit downtime is minimized.

Updating and Enhancing Units

Turnover also offers an opportunity to update units with improvements that increase rental value:

• New paint or flooring – Fresh surfaces make units feel brand new. Neutral colors have wide appeal.??

• Appliance upgrades – Upgrade to stainless steel or smart appliances to command higher rents.

• Hardware updates – New handles, lighting fixtures and cabinet pulls refresh the space.

• Countertop resurfacing – Quick DIY kits make worn countertops look new for under $100.

• Bathroom updates – New shower fixtures, vanities, toilets and lighting revive baths.

• Outdoor space improvements – Pressure wash patios/balconies and add new patio furniture.

Even modest updates make units feel fresh and updated to new tenants.

Deep Cleaning Process

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A sparkling clean unit is one of the most important turnover touchpoints. Plan to thoroughly clean:

• All floors – Vacuum carpets, mop hard floors, scrub grout.

• Bathrooms – Disinfect all surfaces; descale fixtures.

• Kitchen – Degrease appliances/cabinets; sanitize sinks.

• Windows – Clean inside and out; wipe sills and baseboards.

• Walls – Spot clean marks; patch holes.

• Laundry – De-lint dryer vent and wipe machines.

• Outdoor space – Sweep leaves/debris; pressure wash.

• Air ducts – Professionally clean ducts if needed to refresh indoor air.

Hire professional cleaners if deep cleaning hundreds of units is unrealistic with in-house staffing.

Quality Assurance

Conduct a final walkthrough after cleaning/repairs to confirm rent-ready condition:

• Function test appliances, fixtures, electronics, HVAC and smoke detectors.

• Verify all previous deficiencies were properly addressed.

• Ensure finishes and surfaces are pristine; touch up paint if needed.??

• Check windows function smoothly and locks work.

• Confirm all bulbs and batteries are new.

• Review safety stock like fire extinguishers and CO monitors.

• Photograph the move-in ready unit for marketing and new tenant.

Thorough QA ensures you never hand off an incomplete or subpar unit.

Streamlined turnover is crucial for maximizing occupancy. By planning proactively and investing some elbow grease, units can be refreshed efficiently. Treat each vacancy as an opportunity to impress incoming residents and position your properties competitively. Follow these best practices to make unit turnover a smooth, value-adding process.