Tenant Holdover

Policy: Handling Holdover Tenants After Lease Expiration

Purpose:

To provide clear procedures for addressing situations where a tenant remains in possession of the property after the lease has expired without a formal renewal or extension.

Definition of Holdover

A holdover tenant is any occupant who remains in the property after the lease expiration date without a new lease or approved extension in place.

Step-by-Step Procedure

1. Verify Lease Expiration:

   • Confirm the lease end date and that no renewal, extension, or communication regarding continued tenancy was agreed upon.

     Confirm Key Return Status:

   • Check if the tenant has returned the keys and vacated the property.

   • If not, proceed to step 3.

     Attempt Immediate Contact:

   • Call the tenant to inform them that their lease has expired and they must vacate the property immediately.
   • Clearly state the consequences of failing to vacate (i.e., eviction for holdover status).

   • Be sure to log the call date/time and outcome.

     Follow Up with Written Notice (Template Below):

   • Send the following templated email:

Subject: Immediate Move-Out Required – Lease Expired

Hi [Tenant Name] & All Other Occupants,

This is a reminder that your lease for the property located at [Property Address] expired on [Lease End Date], and as of today, your occupancy is considered a holdover.

You are required to vacate the property immediately. Please return all keys by placing them in the lockbox located at the property. The lockbox code is [Lockbox Code].

If you have not vacated the property and returned the keys by the end of the day on [Final Move-Out Deadline, e.g., July 1, 2025], we will move forward with eviction proceedings due to holdover status.

Please notify us once you’ve vacated and returned the keys.

Thank you,

[Your Name]

[Company Name]

[Contact Information]

5. Document Communication:
   • Save a copy of the email and any responses.

   • Log the call, message, and status of the tenant's move-out.

     Notify Leadership:

   • Inform your supervisor if the tenant does not vacate by the deadline.

   • Begin preparing to file for eviction if necessary.

     Initiate Eviction (if needed):

   • File with the appropriate court or coordinate with legal support.
   • Continue to document all steps taken.

Additional Notes

• Lease terms may include penalties such as daily holdover rent—review the lease for guidance.
• Do not negotiate extensions without supervisor approval.
• Always approach with professionalism and ensure fair housing compliance.