When a tenant moves out, a structured end-of-tenancy process protects your investment and ensures a smooth transition to the next tenancy. Follow this comprehensive checklist to avoid costly mistakes.
1. Give or Receive Proper Notice
Under the Residential Tenancies Act, either party must give written notice to end a periodic tenancy:
- Tenant: 28 days' notice
- Landlord (no reason): 90 days' notice
- Landlord (property needed for family): 63 days' notice
- Landlord (property sold): 90 days' notice
For fixed-term tenancies, the tenancy ends on the date specified in the agreement. No notice is required unless the tenancy continues as periodic.
2. Schedule the Exit Inspection
Arrange an exit inspection on or after the move-out date. Both the landlord/property manager and tenant should attend. Compare the property's condition to the entry inspection report.
3. Conduct the Exit Inspection
Using the entry inspection report as your baseline:
- Walk through every room and compare condition to entry photos
- Check for damage beyond fair wear and tear
- Test all appliances, taps, lights, and electrical outlets
- Check walls for marks, holes, or damage
- Inspect carpets and flooring for stains or damage
- Verify all keys and remotes are returned
- Check the garden and exterior if applicable
- Take dated photos of every room and any damage
4. Understand Fair Wear and Tear
Tenants are not responsible for fair wear and tear — the natural deterioration that occurs over time through normal use. This includes:
- Faded curtains and paint
- Worn carpet in high-traffic areas
- Minor scuffs and marks on walls
- Worn kitchen benchtops
- Loose hinges or handles from normal use
Tenants ARE responsible for:
- Broken windows or holes in walls
- Stains or burns in carpet
- Damage from pets
- Missing or damaged fixtures
- Unapproved alterations
5. Handle the Bond
The bond refund process:
- Complete a bond refund form (signed by both parties)
- Agree on any deductions for damage or cleaning
- Submit the form to Tenancy Services
- If both parties agree, the bond is refunded within 7–10 days
- If there's a dispute, apply to the Tenancy Tribunal
6. Arrange Cleaning and Repairs
If the property needs cleaning or repairs:
- Obtain quotes for any work required
- Deduct the cost from the bond (with the tenant's agreement)
- If the tenant disputes, you may need to apply to the Tribunal
- Always document the cost with receipts and quotes
7. Prepare the Property for the Next Tenancy
- Complete any necessary repairs or maintenance
- Repaint if needed (typically every 3–5 years)
- Deep clean the property including carpets
- Check and update Healthy Homes compliance
- Take new entry inspection photos
- Update the tenancy agreement
- List the property for rent
8. Update Your Records
- File the exit inspection report
- Record any bond deductions
- Update your property management system
- Note any maintenance issues for future reference
- Prepare financial statements for tax purposes
Altan Estate manages the entire end-of-tenancy process for Auckland landlords as part of our standard service from 3.99% + GST. Contact us at info@altanestate.com or call +64 27 426 5365.
