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.

Move-out instructions to the tenants with the move-out date requested

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.

Confirm the Recipients are set to receive this. Do not CC the PM.
Add the subject line. Include the property address (and unit number if it is a unit) in the subject line.
Add/edit the message body
Attach the move-out instructions document and click the send button.

Link to move-out instructions

Then, be sure to update "Move Out Instructions" field of the Vacancy Spreadsheet to note that you have sent move out instructions.

Use the below email template. Attach the non-renewal notice with the email.

Hello [Tenant Name/s],

This is to confirm your move-out date of [Move-Out Date]. Please ensure the property is vacated and all keys are returned by that date.

Please find attached the move-out instructions.

Thank you, and we wish you the best in your next home.

Best regards,

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 what the non-renewal notice looks like. You'll need to generate this in Zipforms.

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 the PM 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 the PM. The PM will then communicate and discuss the details with the owners.