Sending move-out instructions to the tenants
We have to send the move-out instructions to those tenants that submit the move-out request from their online portal. Below is the move-out request submitted by a tenant.
The second scenario in which we send move-out instructions to tenants occurs when the landlord decides not to offer a lease renewal to the current tenants. Typically, we reach out to tenants 6–8 weeks before the lease expiration to discuss renewal options. For tenants who are not offered a renewal, we proceed by sending them the move-out instructions.
When we receive this request. We simply go to the tenant page by clicking on the 'View This Occupancy' link.
On the right-hand side under tasks, click 'Email Unit'. A dialog box will appear for sending the email.
- Add Stephanie's email under the CC option.
- Add the subject line
- Add/edit the message body
- Attach the move-out instructions document and click the send button.
Second Scenario (non-renewal)
Use the below email template to notify the tenants about the non-renewal. Attach the non-renewal notice with the email.
Hello {Tenant name/s},
Please see the attached notice of non-renewal.
The landlord does not intend to renew or extend the lease. Please vacate the property on or before {add the vacate date}, return all keys to the undersigned, and provide written notice of your forwarding address.
Please confirm the receipt of this notice
Send move-out instructions to tenants who were not offered a lease renewal two weeks before their lease expiration date. Use the provided template to communicate the move-out instructions.
Below is the specimen of a non-renewal notice
Non Renewal Notice
Sending an email to the tenant to request their reason for vacating the property
During lease renewals, some tenants choose not to renew. In such cases, we send them an email requesting the reason for their decision to vacate the property. Below is the email template to request the reason from the tenant. CC Alysia on every communication.
Hello,
We’re sorry to hear that you’ll be leaving, but we appreciate you letting us know. May we ask what has prompted your decision to vacate?
As you prepare for your move, please provide us with a forwarding address for your security deposit return. We will also send over any necessary move-out instructions, including key return details and final walkthrough information.
Let us know if you have any questions in the meantime!
When the tenant responds with their reason for vacating, please share it with Stephanie & Alysia. She will then communicate and discuss the details with the owners. In the below response, the tenant has provided the forwarding address too.
Reason:
The reason why we are leaving is the increase in rent. Our forwarding address is 10106 Missel Thrush Dr Austin TX 78750
