Tenant Vacating? – What Next
Learn about how Property Managers Melb handle your property when a tenant givers notice to vacate.
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Tenant Vacating? – What Next

Tenant Vacating - What NextAt Property Managers Melb we recognise tenants moving out can be a stressful process for landlords and tenants alike. It’s our job to make the journey as smooth as possible for all parties involved.


At this point, the main goal of any property manager is to make sure the tenant(s) hand back the property the way it was received, and new tenants occupy the property minimising vacancy time.


This is also where a good property manager shows their hard work over the term a tenant occupied a property. There should be no surprises to any property manager or landlord how tenants have treated the property over their lease term, as regular inspections should have been conducted every six months.


The below is the process Property Managers Melb follow each time a tenant moves out of a property.



Our Step By Step Process

Notice to vacate.

 A notice to vacate begins the whole vacate process.  This document must be provided in writing from the tenants listed on the lease agreement to the property manager.

Why must a tenant provide written notice?


A tenancy is a legally binding relationship between the landlords and tenants. The relationship if formalised only once a lease agreement is signed by both parties. In the same way, to end the agreement it must be done in writing with correct notice periods applied.

The notice period is critical to maintain the contractual obligations of both parties and also minimise financial loss.

We have a notice to vacate form on our website. For tenants, it’s sufficient to send written notice via email.


Advertising your property.

Once a notice to vacate has been acknowledged by both parties, your property manager will advertise the property for lease two weeks prior to you tenants moving out. To minimise disruption to the tenants, one open for inspection will be conducted each week. Tenants are given official notice 5 days prior to open for inspection via email.


Final Inspection.

This is actioned after a tenant has given the official notice to vacate, usually conducted two weeks prior to the tenant moving out. The purpose of the inspection is to make sure there isn’t anything wrong with the property, and if there is, it gives the tenant opportunity and time to conduct repairs.           


Returning keys.

Tenants must return keys and a receipt of the carpet cleaning to the property managers office on the vacate day listed on the notice to vacate. Rent will stop being charged once the keys have been returned. Our office will give the tenants a receipt acknowledging the keys have been returned.

If some keys or all keys are not returned, the tenants must pay for a locksmith to change all lock barrels and cut new keys for the property. This will be organised by the property manager.


Exit condition report.            

Before a tenant moves into the property, they must sign a condition report. This is a document that consists of a check list and colour photos of the property’s condition prior to the tenants moving in.


In some way, it serves just like a contract, it protects both tenants and landlords from financial loss when it comes to property damages. If there are agreed differences between the condition report and condition of the property upon tenant vacating, this gives the property manager an opportunity to access the tenants bond to conduct repairs. At this point, tenants do not have an opportunity to conduct repairs.


Condition Report must be completed whenever the tenant pays a Rental Bond. At Property Managers Melb, we prepare one of the most comprehensive condition reports available. We have prepared a sample report for your perusal:


Bond Claim.

Once the above has been completed, tenants have a legal obligation to have their bond refunded 7 days after they vacate. If your property manager would like to make any claim on bond, the following process will be followed:

  • Damages are acknowledged by the tenant as their fault, a repair figure is agreed upon and written within the bond release form. Both tenant and property manager must sign this document and submit to the Residential Tenancy Bond Authority. Once this is submitted, bond should be processed immediately.


  • If there is a dispute regarding damages or repair quotes, the property manager must lodge a case with VCAT within 10 business days of tenant vacating. VCAT is a tribunal that hears and decides civil and administrative legal cases in the State of Victoria.


Any questions:


At Property Managers Melb, we’re always happy to help and are just one phone call away.


Get in touch with us to discuss more about your property and how we can help you have a hassle free rental process.  Contact Elizabeth via email on info@pmmelb.com.au , by phone (1300 00 MELB) or submit your details on the form below.


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