Free template · PDF and printable
Move-out instructions for residents (free template)
The checklist to send a resident when they give notice: cleaning room by room, keys, forwarding address and the walkthrough. Clear instructions mean fewer surprises on both sides.
Reviewed by Mark Shvaya, licensed California real estate broker (DRE #02243502), who uses ProFlow360 in a rental portfolio Mark manages
Last reviewed
Free, no email required. Letter size, prints in black and white.
Short answer
Move-out instructions tell a departing resident what to do before handing back the keys: clean each room, remove belongings, return every key, give a forwarding address and arrange the walkthrough. This free template is written for the resident to read and check off, with bracketed spaces for your own dates and contact details.
The move-out instructions for residents
Move-out instructions for residents
Send this to your resident when they give notice. Replace the bracketed text with your own details.
- Resident(s)
- Property address
- Move-out date
- Keys due by
- Questions: contact
| Item | Done |
|---|---|
| Give us your forwarding address in writing | |
| Schedule utility shut-off or transfer for the day after you leave | |
| Ask us about a walkthrough before you move out, so you can fix anything you want to | |
| Cancel or forward mail and deliveries |
| Item | Done |
|---|---|
| Empty and wipe out the refrigerator and freezer | |
| Clean the oven, range and hood | |
| Wipe cabinets, drawers and countertops | |
| Clean the sink and run the disposal | |
| Sweep and mop the floor |
| Item | Done |
|---|---|
| Clean the tub or shower, including tile and grout | |
| Clean the toilet, sink and mirror | |
| Wipe cabinets and drawers | |
| Sweep and mop the floor |
| Item | Done |
|---|---|
| Remove all belongings, furniture and trash | |
| Vacuum carpets; sweep and mop hard floors | |
| Wipe light switches, outlets and window sills | |
| Leave window coverings in place | |
| Ask us before patching, painting or repairing anything |
| Item | Done |
|---|---|
| Clear the garage, patio, balcony and storage areas | |
| Put all trash in the bins provided [or: arrange bulk pickup] |
| Item | Done |
|---|---|
| Return every key, fob, remote and parking pass: [list and count] | |
| Leave the home at [time] on [date] | |
| Final walkthrough: [date and time, if you would like to attend] |
Why send move-out instructions to residents?
Most move-out disagreements start with a different idea of what “clean” or “ready” means. A written list sent at notice sets the same expectation for both sides, and it gives the resident a fair chance to leave the home the way you will inspect it.
It also reduces the work after move-out: fewer missing keys, a forwarding address on file before the itemized statement needs to go out, and fewer cleaning items to record. The inspection itself still compares the home against the move-in record.
How do you customize the template?
- Replace every bracketed item with your own details: dates, key count, contact, company name.
- Add anything specific to the property, such as yard, pool or appliance instructions.
- Keep the tone practical. Each item should be something the resident can do and check off.
- Avoid stating amounts or deadlines in the instructions; those belong in documents governed by your lease and state law.
Do this in ProFlow360
Let residents add their own photos, with no account
ProFlow360 can send a resident a self-inspection link. It needs no app or account, it expires, and it locks when they submit, so their photos become part of the same record.
From your property manager
Move-out inspection
2417 Alder Creek Way · Unit B
- Living room4 photos
- Kitchen6 photos
- Bedroom 13 photos
- BathroomAdd photos
Questions about this template
When should I send move-out instructions to a resident?
As soon as notice is given. That leaves time to arrange a walkthrough before move-out, transfer utilities and plan cleaning, and it means the instructions arrive before the packing starts.
Should move-out instructions mention deposit deductions?
Keep them to what the resident should do and what happens next. Describe the inspection and say that any charges will be itemized as the lease and state law provide. Specific amounts belong in the itemized statement after the inspection, not in the instructions.
Should residents patch holes or paint before they leave?
This template asks residents to check with you first. Repairs done without matching materials can create more work, and an unrecorded repair is hard to compare against the move-in photos.
Can I add my own items?
Yes. Replace the bracketed text with your details and add property-specific items such as pool, yard or appliance instructions. Keep each item something the resident can actually do and check off.
Start documenting condition properly
Create an account and run your next inspection with the evidence trail already in place. No card required to start.