I feel as if we have some newer folks here so I thought it might be helpful to post some of our Best Practices for 2025 and beyond. I know some of us old-timers have discussed this stuff a lot, but maybe we can help some struggling contributors to the Board. It's tough out there.

My tip is still my Ready To Occupy checklist. I came up with mine when I dinged a departing tenant's Security Deposit because they did not clean ENOUGH. She said to me, "Had you just TOLD ME WHAT YOU WANTED, I would have done it." And she was right. "Clean" means different things to different people.

So I created the Ready To Occupy checklist. Tis list is part of the Lease they initially sign, and re-sign at every renewal. It is even discussed at initial showings - "You will get it clean, and if you return it CLEAN and undamaged, we will return your Deposit ASAP..."

So go through your unit and create a checklist of WHAT and HOW to clean when your tenant leaves. Do a Room by Room list, and include everything from ceilings to walls to floors. Keep it short and succinct but make sure it is complete for each room.

* Check ceilings for cobwebs and dust

* Wipe switch plates

* Dust baseboards

* Wash floors and/or

* Carpets must be professionally cleaned and receipts provided

* Clean sliding door track: don't leave choked with pet hair and dust

Etc.

Of course a special list for the kitchen and baths. Make sure to tell them ALLL personal items including cleaning products must be removed (or they will helpfully leave you used toilet brushes and such...)

They receive another copy when they give notice, again a month out, again about two weeks out and again whenever they ask for it (and they do...)

As a result of this practice, we get 99.9% of our units back "Ready to Occupy" by the next tenant. Sometimes I have to wipe out a forgotten kitchen drawer or a light switch or two, but usually - our units are returned cleaner than clean.

I had a unit returned this past week and it's not up to par and I am not happy. But I know most LLs would be thrilled - the kitchen drawers need a vacuum, the floors need Swiffering and the windows are disgusting - but I don't include window cleaning in the list, so my fault and the list will be modified. But because they had the list, I can and will ding them for floor and kitchen cleaning.

Reading, copying and pasting the stuff I read here.

I'm doing a big remodel on a property and the tenant moving out knew about it. In the past, I made the mistake of not letting them know my expectations. Here's what I sent them for this move-out. No carpet cleaning because the carpet and pad is being removed and laminate is going in, full repaint, installing walk-in shower in master bath and new surround on second bath.

KITCHEN: clean stovetop, stove interior and range hood (including the underside), clean and wipe down the kitchen counters, kitchen cabinets, drawers, sink, faucet and backsplash

LIVING ROOM: Remove all fireplace ash and clean the fireplace firebox. Wipe down the brick mantle and granite hearth. Don’t bother cleaning the carpets.

MASTER BATH: Clean and wipe down the bathtub, toilet, floor, counter, sink, mirrors, door, and door jambs.

SMALL BATHROOM: Clean and wipe down the bathroom vanity, cabinet, counter, sink, mirrors, tub, floor, toilet, door, and door jamb.

BEDROOMS: Clean windows, doors, and door jambs. Don’t bother cleaning the carpets.

GARAGE: swept clean. All added nails, hooks removed. The garage door opener returned.

EXTERIOR: Remove any added shelves, canopies, nails, hooks, etc

YARD: Pick up any trash, cigarette butts, wrappers, etc.

OTHER: Remove all furniture, boxes, bags, food, or other material belongings.

RETURNS: Garage door opener. Don't need keys back.

TRASH/GREEN WASTE/RECYCLE CANS. Do not throw garbage into the green waste or recycle can.

If you need to get rid of material that won’t fit in the garbage can, the local dump is located at ...

I think the new people need to prioritize having a system - a standard way of doing things. So either take Jeffrey's bootcamp, books, or come up with another way to be organized.

Once organized, try to use technology to make life easier whether that is a google business phone number, a website, square / zelle / paypal / clearnow, dropbox / icloud or some storage media, a scanner to convert docs to digital, property management software, REI clubs or local LL associations.

Keep the mind open to new ideas.

I forgot to mention that when I'm signing docs with a new tenant, I discuss my move-out expectations. I tell them that it seems that tenants often think that the rent they pay includes a full house cleaning when they move out. I point out that that idea is mistaken and isn't what is stated in the rental contract and the law. I clarify that any cleaning and repairs are billed to them when they move out. I also mention that it's a lot easier to keep a house clean than it is to try clean up one that's not been kept up.

I haven't mastered it yet, but using your list has helped tremendously. For that I thank you.

I thank Bonanza for reminding me that I need to get back to the hard copy bootcamp.

Thank you, Tim for the examples.

Thank all others for what you will be contributing.

Just to add, when reading JP's post "Devastating Moveout", the first thing I thought of was that they were not communicating and need to use your list. Letting each other know is key.

6x6, electronic communications are your friends. I don't talk to people. I put everything in email now - or Google Voice for texts which gives me a written copy.

Have two marketing plans with more than a dozen different marketing methods listed each.

Plan one is for marketing your rentals. Select three to five different methods, even if you don't have any vacancies.

Plan two - market for your next purchase or sale of property.

You have two businesses that are going on at the same time.

No single payment solution is perfect in all ways. It is safer to have multiple options for people to pay, and as a payee, know when and how to use each solution. The payment solution for a quick move in may not be the solution for subsequent payments.

Zelle is a fintech solution. Fintech companies change their rules at anytime. I've also had technical problems with Zelle that the bank could not figure out, and neither apparently could Zelle. Contrary to popular belief, Zelle payments can sometimes be reversed in the case of suspected fraud. As reported by others, fintech services often stop future transactions if you test with small dollar transactions. Zelle, Venmo, and Cashapp are all fintech solutions, as is Paypal. Years ago Paypal created a time sensitive hiccup for me, and I quickly switched to a more traditional service. I have not had that problem with smaller services where I can reach a human if I need to.

If you use Zelle or any fintech service for business, you should have a separate email address, cell phone number, and bank account solely for business purposes. If you also use Zelle for personal usage, you may find that there are conflicts if even one of those is the same. Other technical issues also come into play, and are not regulated by banking laws.

There are many options to accepting rent from the very old fashioned ways (cash, money order, checks) to electronic (ACH debits, wire transfers, digital wallets, crypto) to in-person payment (cash, cash deposited at your bank, MoneyGram or Western Union). The key is knowing what works for you and when, and to have a back up solution or two if the atest en vogue financial innovation that you believe everyone should be using suddenly doesn't work for you.

For move-in funds, a number of luxury apartment complexes require first month's payment via cashier's check, money order, or MoneyGram or similar services. MoneyGram allows cash payment of first month's rent at a walk in locations such as Walmart or CVS. They get this service via their property management software such as Entrata or Propertyware. ScheduleMyRent is a more affordable option for the small landlord. Some apartment complexes also allow for move in funds to be paid via credit card, but that also has to be done far enough in advance for the funds to be received into the complex's bank account.

For move in funds, I require the funds to be cleared before move-in. That means that they do a wire transfer if funds have not been received in sufficient time to be cleared. I also experimented with the MoneyGram option available via ScheduleMyRent, but I have never implemented it formally.

After the first month's rent, there are many options for automated payment, at varying cost levels. Buildium, Innago, TurboTenant, Baselane, Apartments.com, ScheduleMyRent, Square, Stripe, your bank's merchant services, and many others are all options. If you use a non-banking automated payment option, be aware that the funds are not secure until they actually hit your bank. Many landlords discovered this with the erentpayment problem a few years ago, where an underlying company a few steps removed from the first party company went bankrupt and funds in transit were seized. Landlords received 11 cents on the dollar four years later.

In summary, find a payment solution that works for you, and then line up a backup solution or two.

Sir Raleigh. Great post

I’d like to add that if you refund someone their credit card money they will get their money back but you maybe stick with the original transaction fee

Something to be aware of

Thank you, Sir Walter. Love the details on that.

That's me, 6x6, my way or no way. I have a hard enough time tracking payments and accounts due, I don't need 50 sources to track on top of actual amounts.

My bank does not allow cash deposit if you don't own the account.

My tenants don't have checks.

Paypal, Cash App and Venmo charge taxes on deposits.

WMH, thank you for explaining those reasons why.

It seems odd that a bank would not allow cash deposits from anyone. I am not sure exactly how my tenants put money into my account but there has never been a problem.

Bank says it is to prevent money laundering. (Shrug...)

Most of my tenants are younger, and all prefer online payments. I have ONE that I can think that was an initial challenge but she has an adult daughter who set it up as a recurring transfer and all was well.

Funny thing is, I usually get younger folks as well, being near the college. That has somewhat forced me to use Venmo for app fees but I don't have or use multiple apps for getting paid. I tell them to deposit into my bank account or they can set up ACH. Other methods I have tried don't seem to work well. Also, I also don't want taxed by other methods.

WMH, thank you for the Ready to Occupy checklist. I've been using yours for a while. In addition to that, I have a Make-Ready Checklist that specifies room by room everything to check when a house goes vacant. (Maybe I got it from this site at some point.) I haven't always had perfect tenants and I would often have a breakdown when they would leave and I would see my house dirty or destroyed. (Doesn't really happen anymore since I've implemented the two-minute home visit!)

The Make-Ready Checklist gives me a system to focus on when I enter a newly vacant property. As I feel myself getting emotional, I can just redirect myself to the checklist and focus on completing that and getting out of the house. Later, I'll make a list of repairs that are needed and who will be taking care of those items.

Here's my list:

Front Door:

_____ Closes properly

_____ Weather stripping

_____ Locks Changed

_____ 2 keys for door locks

_____ Doorstop

Dishwasher:

_____ Silverware Basket

_____ Door aligned

_____ Run through one cycle

_____ Seals clean & in good repair

Disposal:

_____ Clear & free

_____ Reset not tripped

_____ Stopper in place

_____ Switch works

_____ Splash guard – clean or new

_____ Check operation

Stove:

_____ Vent hood works, all speeds & light

_____ Burners work

_____ Oven elements work

_____ Drip pans installed

_____ Oven racks

_____ Indicator lights

Bathrooms:1-2

(1) (2)

_____ _____ Toilet seats

_____ _____ Sink stopper working

_____ _____ Leaky pipes under sink

_____ _____ Tub stopper works

_____ _____ Hot/cold water in sink

_____ _____ Hot/ cold water in tub

_____ _____ Toilet paper holder

_____ _____ Towel bar(s)

_____ _____ Lights & fixtures & cover plates

_____ _____ Cabinets/drawers work

_____ _____ Shower rods & ends

_____ _____ Door hardware/Doorstops

_____ _____ Patch/Paint

_____ _____ Mirror(s)

_____ _____ Caulking – new

_____ _____ Shower walls grouted – clean

Refrigerator:

_____ Clean condenser

_____ Door alignment & gaskets

_____ Temperature level

_____ Racks & 2 ice trays

_____ Bars for door

_____ Light

Kitchen Plumbing:

_____ Leaking faucets/sprayers

_____ Aerator missing/stopped up

_____ Stoppers & pop-ups

_____ Leaking drains

_____ Caulking

Kitchen and Dining:

_____ Cabinet broken/sagging shelves/hardware

_____ Drawers slide easily

_____ Water damaged shelving under sink

_____ Window/door locks

_____ Lights/fixtures/cover plates

_____ Patch/Paint

Living Room:

_____ Window/door locks

_____ Lights/fixtures/cover plates

_____ Patch/Paint

_____ Verticals/Mini blinds

Family Room:

_____ Window/door locks

_____ Lights/fixtures/cover plates

_____ Patch/Paint

_____ Verticals/Mini blinds

Bedrooms:1-2-3

(1) (2) (3)

_____ _____ _____ Lights/fixtures/cover plates

_____ _____ _____ Screen

_____ _____ _____ Closet poles

_____ _____ _____ Closet shelves

_____ _____ _____ Verticals/Mini blinds

_____ _____ _____ Window locks

_____ _____ _____ Caulk windows

_____ _____ _____ Water spots

_____ _____ _____ Patch/Paint

Heating & Cooling Systems:

_____ Change filter & check evaporator/drain

_____ Check electrical connections

_____ Blower wheel alignment & tightness

_____ Clean condenser

_____ Check for condenser freedom/tightness

_____ Tightness of all covers

_____ Thermostat loose/broken

_____ Heat works

_____ Cooling works

Electrical Panel:

_____ Check/tighten all connections

Garage:

_____ Hot water heater

_____ Garage door opening

_____ Door hardware

_____ Washer/Dryer hookups

Yard:

_____ Trees on roof or overgrown

_____ Trees growing against house

_____ Flooding issues

_____ Mow/Weedeat/Landscape

_____ Trash

_____ Fencing

_____ Storage buildings

Exterior:

_____ Roof condition

_____ Siding peeling paint/missing/rotted

_____ Bricks missing/loose/cracked

_____ Windows/screens

_____ Holes/Cracks

_____ Porch railings

_____ Mailbox

_____ Structure

_____ Other: ____________________

Other:

_____ Smoke detector batteries/Test

_____ Fire extinguisher/Expired

Miscellaneous:

_____ Pests

_____ Other: ____________________

I have a 6 page document called "Move Out Instructions" that I email and provide in paper 30 days before a move. Younger folks don't read email, but they will read the paper version I curl up next to their door knob.

Pages 1-2: FAQ's explaining how to handle keys, utilities, painting, carpet cleaning (it's prepaid with their deposit), only preapproved 3rd party repairs, deposits can't be used as rent, timing of deposit refund, parking (no parking on lawn). etc.

Page 3: "Move Out Charges Summary" It's a lengthy list of issues/items needing cleaning, repairing, replacing, removing or repainting. It provides full transparency and no surprises about the cost of a deduction. It's given to them in advance. Covers the cost of a blinds, screen, appliance cleaning, tubs, toilet cleaning, toilet seat, window cleaning, drywall damage, cabinets, light bulbs, and a charge per wall if painting is required,.. almost every common deduction from 20 yrs in the business.

Pages 4-6: Cleaning instructions, cleaning steps and recommended cleaners for more effective results. For example, pull the range away from the wall, unplug the cord, clean underneath, clean the oven with oven cleaner and wipe oven cleaner off (I've had folks spray oven cleaner and walk away thinking they did their job), wipe out the range drawer AFTER you clean the oven, clean the range top and replace any damaged drip bowls. If they don't clean the range at all and it's dirty, the charge is $65. If it only needs a partial clean, I lower the charge.

Page 7: Deposit Release Authorization Form. It requires a signature from the tenant and a forwarding address. The tenant acknowledges they have read and understand the requirements and that the deposit will be released when the forwarding address is verified. Failure to sign and provide a forwarding address can result in a $100 fine against their deposit. I've never charged that fine, but it's their if needed.

When it's time to settle the deposit, I take the "Move Out Charges Guide" (page 3) that they received 30 days prior and yellow hi-lite any issues found. The list already includes the issue and the charge so I don't have to reinvent and recalculate costs each time. That yellow hi-lited list is now my Deposit Settlement Summary.

I also have a process for move inspections. I do contactless move inspections. I'm done with appointments and delays. Last time I had a scheduled move out inspection, I was helping the tenant move a queen sized mattress out of the duplex into a small jeep wrangler, and cleaning the kitchen cupboards out for her as I inspected. I'm done with appointments. Tenants text me when they're done and vacated. I show up the next business day (not 8pm, not on a Saturday) and do the inspection on my own. Take photos of issues and email the photos to the tenant with a description of the location and issue. I can focus much better when the tenant isn't around to distract me from noticing issues they're trying to cover.

So my process is:

1) a written document 30 days prior with everything; FAQs, costs, steps.

2) Contactless move inspections on my time with photos as proof.

3) After the tenant approves the photos, I process the deposit by comparing the photos to the Move Out Charges Guide they received 30 days prior which becomes my Deposit Settlement Summary.

This process makes my life so much easier, eliminates disputes, no one can say I charged others differently because it's the same list every resident receives, and residents know exactly what's expected. Knock on wood, I haven't been taken to court over a deposit dispute. I have lots of documentation and a repeat process.

WMH, exactly true. I do not want to clean the place, even if I get to collect money for it. Wastes time.

That is why I added to my lease a bonus if they leave the place where I do not have to do anything. Full SD plus a bonus.

Have come close once. Great couple. Cleaned everything except they didn't pull out the stove and fridge.