Unit Turnover Checklist: What Actually Happens Between Tenants

Turnovers are one of those parts of being a landlord that either quietly build your profit, or quietly drain it. After doing more of them than I can count, Kevin and I finally sat down and walked through exactly how we handle every single one, from the moment a tenant gives notice to the day we hand a new tenant their keys.

I'm covering the non-negotiable safety and maintenance checks we run every time, the paint and flooring calls that make a unit feel brand new without blowing the budget, and the deep cleaning details most landlords skip but shouldn't. We also get into how we decide when to start marketing a vacant unit, and the legal check most landlords forget before they ever post a new listing.

And of course, we share a few of our own turnover stories along the way, including the one that's still, hands down, our most expensive turnover ever.

What You'll Learn in This Episode

·         The safety checks we run on every single unit before handing over new keys

·         Our approach to paint and flooring, and when a full replacement is actually worth it

·         The deep cleaning details that make the biggest difference to a prospective tenant

·         How we decide when to start marketing a vacant unit

·         Why your tenant screening criteria needs a fresh look before every new listing

·         The lease and move-in steps that keep your turnover moving instead of stalling out

Episodes & Resources Mentioned

Episode 7: A Guide to Move Out Procedures and Security Deposits

Episode 23 & 24: Marketing Your Rental Property (2-Part Series, starting at EP23)

Episode 28: The Cash Reserves Blueprint: Protecting & Expanding Your Portfolio

Episode 32-34: Our Lease and Addendums Masterclass (starts at EP32)

Episode 55: Preventative Maintenance That Brings Peace of Mind

Episode 124: How to Shoot Rental Property Photos That Get Attention

Episode 128: AI Tools for Landlords

Kwikset Re-Key Set

Kwikset Re-Key “How To” Video

Fire Escape Ladder

Gas Shut-Off Wrench

Touch-Up Paint Cups

“Welcome” Toilet Paper Stickers

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Transcript

Introduction & Our Worst Turnover Ever

Stacie 0:00

Every turnover teaches you something, and it's usually the hard way.

Kevin 0:05

Like the tenant who left us with flood damage and a fruit fly infestation, or the washer leak nobody bothered to tell us about until mold set in.

Stacie 0:15

Yeah, or, or my personal favorite, the tenant who punched a hole in the wall, tried to fix it himself, horribly by the way, and Jim ended up retexturing, priming, and repainting the whole area.

Kevin 0:29

Yep, and any of those are exactly why we built the checklist we're about to walk you through.

Stacie 0:36

So stick with us because we're about to tell you exactly what to check and why before you ever hand over a new set of keys.

Speaker 0:50

Welcome to Your Landlord Resource Podcast. Many moons ago, when I started as a landlord, I was as green as it gets. I may have had my real estate license, but I lacked confidence and the hands-on experience needed when it came to dealing with tenants, leases, maintenance, and bookkeeping. After many failed attempts, fast-forward to today, Kevin and I have doubled our doors and created an organized, professionally operated rental property business. Want to go from overwhelmed to confident? If you're an ambitious landlord or maybe one in the making, join us as we provide strategies and teach actionable steps to help you reach your goals and the lifestyle you desire, all while building a streamlined and profitable rental property business. This is Your Landlord Resource Podcast.

Stacie 1:39

Hey there, landlords. Welcome back to the Your Landlord Resource Podcast. Take what you will with all that we have to say about managing rentals, we are here to inspire and enlighten you all by sharing our experiences, and hopefully give you some ideas on ways you can manage and operate your own rental property. I'm your host, Stacie, and I'm here with my co-host, business partner, and love of my life, Kevin Kilroy.

Kevin 2:10

Hey, landlords. Thanks for being here.

Stacie 2:14

So, turnovers. We've done a few of those, right?

Kevin 2:19

Yeah, more than I'd like to admit. L- let me think. What was our worst turnover?

Stacie 2:26

Oh, I know that one right off the top of my head.

Kevin 2:29

I, I know it too. The studio that had the flood and fruit fly infestation, and we had to have every single inch of it redone, right?

Stacie 2:39

Yep. That's the one. Uh, well, not every square inch had to be replaced. I mean, the drywall was fine, and the kitchen, for the most part, survived.

Kevin 2:48

Yeah, but we had to gut the bathroom from the flood damage. We had to do all new appliances because the flies had gotten into every nook and cranny. I mean, the smell was horrendous, so we had to spend a small fortune on that special primer, and of course, all new flooring. And then we had to replace a window that we were never told was leaking, because the nightstand blocked all the damage. Let's see, uh, of course, all new blinds, all new recessed lights, all new plugs and plates because seriously, the flies were everywhere. The cleaning alone took us at least a week, and this unit is only, what, maybe 350 square feet?

Stacie 3:35

Yeah. It absolutely was our most nasty and by far the most expensive turnover. And we've had others that were bad with damage, so, but not that bad. You guys, we've had units that, hand on the Bible, the outgoing tenant cleaned up so well that other than routine maintenance and inspections, turnover was done in one day. It was a long day, but it was done in one day. So

Setting Up For a Fast Turnover

Stacie 4:05

as you can tell, today we're talking about one of those unsexy topics that can absolutely make or break your bottom line as a landlord, and thats unit turnovers.

Kevin 4:17

So turnovers, which essentially is the gap between when one tenant hands you the keys and when the next tenant moves in. And it sounds simple on paper, you know, clean it, fix it, rent it. But there's a lot more that goes into it, or should anyway.

Stacie 4:38

Yeah. And I'm sure that the landlords who have actually lived through one, they know it's never that simple. Like Kevin just mentioned, we had one unit that was a nightmare. And we've had them return to us pristine. But most of them land right in the middle, meaning that they have some issues that need to be tended to, but for the most part, we can get them completely ready to lease within a few days.

Kevin 5:04

Exactly. But we do a lot of planning before we do that turnover work too. We do regular inspections, so we have copious notes on the unit's condition and what needs attention sooner rather than later. We plan out everything we can't handle with our contractor, Jim, So he can gather all his materials needed for his part and can get into the unit as soon as we do our final move-out inspection and give him the all clear. He does all of his work before we do ours, so he can move on to the next project and we can finish the turnover checklist. And every day that unit sits empty, it costs money. You know there's no rent coming in, but the mortgage, insurance, and utilities don't stop. So today we're walking through what actually needs to happen during a turnover; from the day the old tenant is out, to the day you hand the keys to a great new tenant. We'll talk maintenance, paint and flooring, deep cleaning, and how to get the unit rented again fast. And just a little heads up, we're not spending a ton of time on the move-out inspection process itself today. We've got other episodes that go deep on that. Today is really about what you do once the unit is back in your hands.

Stacie 6:32

Yeah, because that part, the after, is where landlords either make their turnover too fast and miss issues that they should have resolved prior to somebody moving in, or they drag it out for weeks and they lose real money. And you guys, we've made both mistakes over the years, so we're speaking from experience here, not just theory. Now, before we get into the after move-out work, let's just touch quickly on where this all starts. In California, and this varies state to state, so please check your own local laws. In California, we're required to offer our tenant a pre-move-out inspection. That has to be offered to be completed at least two weeks before they move out. And the point of that inspection is to walk the unit with the tenant and show them anything that they could be charged for or that could come out of their security deposit. It gives them a chance to fix it themselves before they leave so they're not surprised later.

Kevin 7:35

You know, that pre-move-out inspection, that's actually a nice thing to do for your tenant, honestly. Nobody likes surprise deductions from the security deposit.

Stacie 7:44

Yeah, exactly, especially if it's something that they could have remedied themselves to avoid that charge. But once they've actually moved out, you do the real move-out inspection. You walk the unit and take photos of every single room because those photos become your proof of condition. You're looking for real damage like holes in the walls and broken fixtures, things like that. What you're not doing is charging for normal wear and tear, and that's things like faded paint from years of sunlight or small scuffs on the baseboards. That's just part of owning a rental. We're not gonna spend any more time on that part today. We've already done an episode called A Guide to Move-Out Procedures and Security Deposits. So if you wanna learn more about that step, go give that a listen. And you can find that by going to yourlandlordresource.com/episode7. And we'll go ahead and link that in the show notes for you as well. What we really wanna dig into here today is what happens next, because once that tenant is out and you've completed your final inspection, the clock is officially ticking. And that clock matters more than people think, because every single day that unit sits empty is a day you're paying the mortgage, the insurance, the property taxes, maybe the utilities, with zero rent coming in to offset that expense. So for us, if the unit does not have plans for a big upgrade, our goal is to have that unit turned within three to seven days. The faster and more efficient you are with your turnover, the more profitable your rental actually is over the course of a year. And this is where a lot of landlords either save themselves a ton of money or accidentally throw money away.

Kevin 9:38

So think of a turnover almost like a project with a deadline. You want a punch list, you want people lined up, and you want to move through it in a logical order so you're not doing things twice.

Stacie 9:52

Yeah, that's actually a really great way to put it. Because we absolutely have had to redo cleaning when we found an issue after the fact, and then we had to clean that unit all over again once Jim was done doing his work. So honestly, as soon as the tenant gives notice, we review the inspection notes that we have on the unit. If we have any planned updates, like for instance, over the last few turnovers in Sacramento, we have upgraded the bathroom exhaust fans. And you might think that sounds crazy, but the previous owner, the builder who remodeled the whole building before we bought it, installed decorative exhaust fans. Not the standard square plastic vent cover that you commonly see. This was a well, for lack of better description, you know those booby lights that were common in the '90s? You can still buy them everywhere. They have a metal ring and a glass dome with a metal or a painted finial in the middle of the light, and it kinda looks like a nipple. This was one of those with a cheap motor to pull the moisture up through the holes that were in that metal ring. It had one 60-watt light bulb for the light, but the issue was that metal finial that's in the middle. The moisture made it rust, and we got to a point where we couldn't get the glass off of the housing to clean the fan or change the light bulb, not to mention that the rust was just not a great look. So each time someone put in their notice, we scheduled Jim to get in there and change those out. And of course, while he had the ceiling opened up, that was our best time to install better lighting. So we had him put a recessed light above the shower so it wasn't so dark in there, and we removed the wonky vanity light that was partially hidden from the surface-mounted medicine cabinet, and he put a recessed can also above the vanity sink. So this process takes Jim around seven days in all total because it's not just taking down the fan and swapping it for another. The new fan box is smaller than the old one, so there's drywall patchwork to be done. Plus, our walls and ceilings are textured, so he has to match that. Then he has to prime it, and he has to paint the entire ceiling. And finally, he has to install the decorative parts of the fan and the recessed cans to finish out the job. Now, mind you, we also have to allow time for cleaning, because if you've ever done drywall work, you get that fine chalky dust everywhere.

Kevin 12:40

And let me say that Jim uses plastic to close off the bath to the rest of the unit to keep dust to a minimum. And it still is insane the amount of dust that gets all over the kitchen cabinets and appliances. I mean, it's just everywhere.

Stacie 12:53

I know. I... It's, it's, it's awful. So for the most part, when he was doing those improvements, we didn't really dock an outgoing tenant on cleaning because we knew it was going to have to be cleaned well anyway. But anyway, let's move on. When someone gives a move-out notice, we review our notes to see what work needs to be done. Sometimes the appliances need to be replaced. Sometimes there's damage to the LVP flooring, and Jim has to go in and replace a few pieces. Sometimes there's a loose towel rod in the bathroom or a window is hard to open, and Jim just needs to do some quick fixes. But having that punch list ready before the old tenant even hands you the keys is what separates a two-week turnover from a two-month turnover.

Kevin 13:46

We literally keep a running list on our phones for each property. So the second a tenant gives notice, we already know what that unit is gonna need. So let's walk through that order, starting with the part that protects you legally and physically: maintenance and repairs. All right, maintenance and repairs. This is really the heart of a good turnover, and it's where we spend most of our time.

Stacie 14:15

I'd say it's Kevin's love language, but honestly, I think it's more mine.

Kevin 14:21

Oh, for sure. You guys, Stacie is already thinking about what she wants to do to a unit before tenants even reach that point of making the decision for their renewal or move-out. For instance, we have that tenant in the two-bed, two-bath in Sacramento who's lived there, like, 13 years. Really no sign of him going anywhere soon. He truly loves living there. But Stacie has been planning, I mean, to the point where she has considered bringing in an architect to change the configuration from two units that are two-bed, two-bath to four units that are either all one-bed, one-bath or maybe a combination of a couple studios and a couple one-bedrooms. You know, she grew up around construction and knows how to do a lot of things, so maintenance and planning, I mean, it's her jam. But anyway, back to what we do.

Safety Checks: Detectors, Locks, & Egress

Kevin 15:21

First thing we do, every single time, is check the safety of the unit. That includes the smoke detectors and carbon monoxide detectors. We test every single one and usually put in fresh batteries if it's been more than eight to nine months since the last change-out. And you guys, this isn't optional. In a lot of places, it's the law that they have to be working before a new tenant moves in. Now, what we do is put the date of install on all our batteries, and then we take a photo of those batteries in the unit before we close it up, and we do this for two reasons. We read once that doing this covers your butt in case there's a fire and the tenant claims the smoke detector wasn't working. That date shows when you serviced it last and that there's a high probability it was working at that time. I mean, who would install new batteries and then not check the unit to make sure it's working? It also proves you had batteries in the detector in case the tenant decides to remove them. Now, most leases state that it's the tenant's responsibility to maintain the smoke and carbon monoxide detectors after move-in, but your job as a landlord is only to make sure they are working when they move in and have proof of that.

Stacie 16:44

Yeah, totally. It, it's such a small cost in terms of time and money for that much peace of mind.

Kevin 16:50

Exactly. And speaking of peace of mind, next up on the safety list are locks. We rekey or replace the locks for every single new tenant. I mean, you have no idea how many copies of that old key are floating around: a family member, an old roommate, a dog walker, whoever. A new tenant means new keys, every time, no exception. And I know we've mentioned this before, but we're partial to the Kwikset locks. Most of their locks have an easy rekey system that costs less than 10 bucks for three new keys. And I kid you not, it takes, like, 30 seconds to change those over. If you're frugal, you can save those old keys to use on another unit.

Stacie 17:41

Yeah, you just have to make sure that they're marked appropriately. You know, we ended up with a bag of old keys here, and we ended up just having to toss them. So use a Ziploc or like a twisty tie or buy a small box of those like little white paper key rings that you can write what unit that they came from and when. That way you can track it a little bit better. But anyway, we'll link that Kwikset rekey set that we use in our show notes, along with a video that shows how to do it. So if you have Kwikset locks, you can rekey them yourself and not have to hire someone to change the whole lock set out or even a locksmith just to rekey it for you. Using Kwikset locks can save you hundreds of dollars should you have to hire someone to do that work for you. And to finish up safety, you wanna make sure that all doors lock properly. You also wanna make sure that all of your windows open for egress. And in case you're not aware of what that term means, it means that the window needs to open so someone can crawl out of it in case of a fire or an emergency. All windows should be able to open in bedrooms and living areas that are not near an exit. And if you provide fire extinguishers, you need to make sure that they are charged and in good working order. Some cities require all rentals, but I'm fairly sure that if you own a multifamily property, you have to have your fire extinguishers serviced annually. So make sure you're following the law there. If you provide a fire escape ladder for your units that have a second story, check those to make sure they're still in good working condition. If your building has a fire escape attached to the building, you absolutely wanna make sure that it's in good working order. No rust, no dry rot, and the access to them is open and clear.

Kevin 19:45

And if your rental includes a working fireplace, check to see that the damper opens and closes, the doors or screen in the front of the fireplace works, and that there are no cracks in the inside. I think the rule of thumb is that a fireplace that is actively used should be cleaned and inspected by a professional every five years. If you have gas running to your unit, make sure you have a gas shutoff wrench at the meter or shutoff valve in case of an emergency, and then take a photo of it. Check that your gas valves to the stove, dryer, heater, boiler, and water heater are in working order. Not once have we found anything, but we have had one to a stove fail during the tenancy. You guys, we will link the products discussed here in the show notes. The Kwikset rekey set, the fire escape ladder, and the gas shutoff valve. These are things that don't really cost much, but they bring big peace of mind. All right,

Maintenance Non-Negotiables & Leak Checks

Kevin 20:51

so after the safety check, go through and fix the little things. You know, patch every nail hole, tighten every loose cabinet hinge, door handle, toilet paper holders and towel bars. I mean, these things may seem small, but a new tenant notices them immediately, and honestly, so does your next inspection.

Stacie 21:14

Yeah. It's those little details that make a unit feel cared for versus feeling tired and used. And I will tell you, it's those little touches that create a better living environment for your tenants because, they're just gonna call you later to come and fix it. Do it during a turnover so you don't have to go back and they don't have to feel frustrated enough to call you.

Kevin 21:40

Right. And then you're gonna want to check and refresh the seals. If needed, the old caulking around the tub and the sink gets pulled out, and then I put down a new fresh line. It's a cheap fix, but it makes the bathroom look brand new, and more importantly, it keeps the water from getting behind the tile or under the tub where you really don't want it.

Stacie 22:05

And that leads right into leaks in general. Now, this is a step I think that gets skipped the most, and it's the one that has absolutely saved us before. We check for leaks everywhere, around toilets, under every sink, around windows and doors, and if I can get my eyes on the roof, we're gonna check that too. A slow leak you catch during turnover is a quick fix. A slow leak you don't catch becomes mold and rot and a five-figure repair bill down the road. We had a tenant that had a washing machine leaking that went unreported, and when they moved out, that delay cost us thousands of dollars for remediation. We had to do new carpet. We had to replace some of the LVP flooring. Some parts needed a new subfloor, and mold led to drywall removal and replacement. Water intrusion is brutal. I'll also mention this is a great time to test every outlet and light switch in the unit, and check the water pressure in every sink and the shower. Little electrical or plumbing quirks are way easier to deal with when a unit is empty than after someone's already living there and then reporting it to you piecemeal. Plus, it saves you from getting three separate maintenance calls in the tenant's first month, which honestly does not leave a great first impression.

Kevin 23:42

Exactly. Catch it all at once. Fix it all at once. And last on our maintenance list, we always look at preventative and deferred maintenance. Is there anything on this property I've been putting off because the tenant was living there and it wasn't urgent? Much like the exhaust fan replacement we did in each unit. Turnover is your window to knock that stuff out without working around anyone's schedule but your own. So think about if your water heater is getting old or maybe your HVAC is due for service. This is the time to do those things.

Stacie 24:20

Yeah. I mean, maintenance really is the backbone of the whole process. It's also the number one reason why tenants move out of a unit. You know, that and the noise or relocating are the three most common non-renewal reasons noted.

Kevin 24:38

I mean, not for us. The reason our tenants move out is usually because they're moving out of the area, maybe moving in with someone else, or they're buying a home. And most are actually sad to leave. I will say this, we would rather spend an extra couple of hours on a thorough maintenance walk, than get a call three weeks after a new tenant moves in about something I should have caught. Those calls are always the more expensive and honestly more embarrassing. So just take the proper time to do it right the first time.

Paint & Flooring Decisions

Kevin 25:15

Now, once the safety and maintenance checks are completed, it's time to make the unit look good. Okay, so paint and flooring. This is where the unit starts to feel brand new to a prospective tenant, and it's honestly one of the best returns on investments you can make. People decide how they feel about a unit in like the first 10 seconds. And besides cleanliness, paint is the fastest way to control that first impression. If the walls have scuffs or scratches, I paint over them. Now, I will say I do not repaint every single wall if I don't have to. This is why it's so important to use quality paint and the same color on every unit. We use a very light gray color called, I believe it's Hush Gray. It was an old Kelly Moore color, but if you walk into any paint store or box store and say you want it, they have the formula. We like it because it's a very light, neutral color. We used to use a lot of tans or beige, but this gray color is much brighter and cleaner looking. But anyway, I'll go around and touch up the scuffs and only repaint walls where more than, oh, you know, 40% or so is marked. This is commonly where the bed was pushed up against the wall or even a kitchen table, sometimes a couch. You know, it leaves that line. It's rare, but if the whole place is looking a little tired or the color is just dated, I'll give it a fresh coat throughout. And you guys, don't forget to look up. I mean, if the previous tenant had a soda explode or dropped something on the ground in the kitchen, there might be splatters on the ceiling that need to be painted or touched up as well. And speaking of the kitchen, there's a reason why in kitchens and baths too, that you use semi-gloss paint, because it makes cleanup grease and chemical residue much, much easier. We've had tenants who are partial to frying food leave literal grease drippings from the ceiling on light fixtures. I mean, it's nasty. But that's also considered common wear and tear, you guys. So always use a quality paint with semi-gloss in the kitchen for grease and in the bathroom for things like hairspray.

Stacie 27:44

Yeah, and always neutral colors, right? Always neutral. Soft whites, light grays, you know, something that feels bright, clean, and lets the tenant picture their own furniture in that space. There's a term called greige, which is a combo of gray and beige, and that's pretty popular right now. So our color is more bright because we don't have a lot of natural light in many of our units. But if you're looking to modernize your rental, look at those greige colors. And just note that this isn't the time to get creative with an accent wall. Save that stuff for your own house.

Kevin 28:28

Oh, and one more thing on paint. If you're hiring this out, please get a couple quotes. Painters can vary a lot in price for basically the same quality of work. If you're doing it yourself, budget more time than you think you'll need. A rushed paint job shows, especially in the corners and around trim. Plus, you need that time to prep and clean up. And let me tell you, cleanup is always more than you're gonna account for.

Stacie 28:58

Yeah, for sure. All right, we're gonna move on to floors now. If you've got carpet, it needs a real deep clean, not just a quick vacuum. You want to get rid of any smells, any staining, anything that lingers from the last tenant. I bought a carpet cleaner years ago, and it was the best investment I ever made. I initially bought it for our own personal home, which was wall-to-wall carpets, except for, you know, obviously the kitchen and the baths. But kid three ended up having asthma as a small child, and the moment that we pulled that carpet out, his asthma attacks pretty much stopped. And this was right around when my family purchased the six-plex, which had carpet, so I just took the cleaner to use up there. You can also rent them at most grocery stores or big box stores, too. It doesn't take a long time to clean. You just can't walk on the carpets for like 12 or 24 hours afterwards, you know, as they dry.

Kevin 30:05

We've had tenants who left some pretty gnarly stains on the carpet. And even though we do keep small scraps in the basement just in case, usually we have to replace the entire room. Stains commonly happen where people walk most, so replacing a section in an area that is already kind of worn might show more than the stain itself. It's also why we usually opt for darker, more taupe-like colors. Like taupe colored carpet that is not a solid color. Often, you know, it has a blend of taupe, beige, black colors, you know, stuff like that that really helps stains disappear.

Stacie 30:45

Yeah, and like you said, sometimes cleaning isn't enough, and you actually just have to replace the whole carpet. So carpet typically lasts somewhere between 5 and 15 years, depending on the quality and honestly how hard it was used. So if you're coming up on a turnover and the carpet is at the end of its life, just replace it rather than trying to squeeze one more tenant out of it. And when you do replace it, do not skip on the pad underneath. When we replace carpet, we always use an eight-pound pad, not the cheaper, thinner stuff that the builders use. Because a heavier pad extends the life of the carpet itself because it's absorbing more of the impact from the foot traffic, so the carpet fibers don't break down as fast. It also just feels better underfoot, and that's a small detail that a tenant genuinely notices when they are walking through for the first time.

Kevin 31:49

And for us, we have two levels to all our rentals, so that thicker layer helps with the noise between the upper and the lower units too. It's a good example of spending a little more upfront to save money over the life of the flooring, plus reducing noise issues.

Stacie 32:07

Yeah, exactly. And that mindset, spend smart now to save later, honestly, it applies to almost every decision that you make during a turnover. All right. For hard flooring, you wanna vacuum them thoroughly. Get into those corners and along the baseboards where that dust and grime can build up. Use a rag to clean the top of the baseboards too, and I'd say now is the time to mop, but honestly, mopping the floors is one of the last things that we like to do. If you've got hardwood or laminate flooring, check for any spots that are peeling or warped or separated or scratched up pretty badly. You know, for hardwood, a quick refinish or a couple of replaced planks is a heck of a lot cheaper than a tenant complaint six months down the road, or worse, a full floor replacement later on. Once the paint's dry and the floors are done,

Deep Cleaning That Seals the Deal

Stacie 33:10

now it's time to get into deep cleaning that makes the whole unit shine.

Kevin 33:15

All right, deep cleaning. This is the step that turns the unit from fixed up into genuinely move-in ready. And this, according to Stacie- is also the most important part.

Stacie 33:31

You're absolutely right, and I've said it many times, but a super clean unit makes a huge difference on whether someone is interested in learning more or turning around and walking out.

Kevin 33:45

And I completely agree with you on that because when I do showings, I cannot tell you how many, but easily most who walk through comment on how clean the unit is. And I do believe when prospective tenants walk through and they see how clean the unit is, they will subconsciously have an understanding about how we care for and maintain the property on a regular basis. I mean, that might be wishful thinking, but I think it does help. I also think when it comes to cleaning, it starts in the kitchen. We wipe down the inside and outside of the fridge, and I mean, we remove all the shelves and the drawers, and we clean those in the sink and wipe down the entire inside of the refrigerator. You would be shocked at how much stuff drips down the back and into the bottom of a refrigerator. I mean, it's pretty gross, man. Freezers are a little tougher unless you unplug it, which to get behind it and clean the dust and lint from the condenser coils, sometimes you need to do that anyway. But to clean the freezer, just use a super hot towel and wipe any gunk left in there. We also do the oven and stovetop and every cabinet inside and out. If there are wood cabinets, we'll oil them and clean them with that orange oil. It really brings back the shine and makes them look almost new again for practically no cost.

Stacie 35:17

Yeah, I think people underestimate how much the kitchen affects a tenant's whole impression of the unit because it's usually the room that people spend most of their time looking at during the showing. You know, after that comes the bathrooms. We sanitize everything, scrub the toilet, the shower, the sink, top to bottom. A bathroom that smells clean and looks spotless tells a tenant that you take care of this property, and it really does set the tone for how they're going to treat it as well. We get up on a ladder, and we vacuum and clean the vent holes for the exhaust fans too. So like the condenser coils behind the fridge and the air filter for the HVAC, you have to keep the vent holes clean so the motors can run well and for a long time. It severely lowers the lifespan of your appliances and your mechanicals if you do not keep the vents clean and the air flow flowing freely. One thing that I will say about offering tenants a clean unit is this: I know that I have put my best foot forward in making sure that this unit is of a standard that I would like myself. Now, I know a lot of guys out there may not care so much about cleaning. Then hire someone to come in and do a unit turnover clean. There is not one surface that we do not touch. Windows, window tracks, the blinds, all those are wiped down. Light fixtures, ceiling fan blades, crown molding, baseboards, all wiped down. Closet shelves, door handles, light switches and covers, all cleaned, all wiped down. If it could be touched or used by someone, it is cleaned. And maybe this all sounds extreme, but guess what? When a tenant finally moves out of our unit, there is no question on whether they have to clean it. They received it spotless, and they need to return it to us the same way. And for the most part, most of our tenants do.

Kevin 37:31

And once we got lucky when a tenant asked to use our cleaning person to do the final cleaning on their place, and because we scheduled her on this tenant's behalf, we were able to hold her off a week so that Jim could get in there and do his work before the cleaning, so that all I had to do was a little paint touch-ups and clean carpets. That place was turned over with improvements within, I believe it was 10 days.

Stacie 37:57

Yeah, that was really nice. It's very rare when it happens and it works out, but it made such a big difference for us. Because there's nothing worse than a tenant cleaning really well, and then Jim goes in and does all his things he needs to do and makes a mess. The cleaning that they did was really for nothing. I mean, not all is usually lost, but at least in the areas where he's working, it is.

Kevin 38:22

Yeah, I think that's happened one or two times between Sacramento and Idaho. Okay, after the deep cleaning, we move through the final touches, and honestly, this is the list that separates an okay turnover from a great one. We've already mentioned cleaning windows and lights and replacing the air filters in the HVAC system, and I know Stacie already mentioned this as well, but a dirty air filter is such a small thing, however, it affects air quality and how efficiently the system runs. So spend the 10 or 15 bucks and put in a fresh one, please.

Stacie 39:02

Yeah, and, and we do a few little extras, too.

Kevin 39:05

Right, like to replace the batteries in the thermostat, put in fresh bulbs throughout, and we always leave a fresh roll of toilet paper in each bathroom.

Stacie 39:16

Yeah. Uh, we, we bought some of these for the midterm unit, but we have these little stickers that we put on the seam of a new roll of toilet paper, and I think it says welcome with, has some little, like, green vines or something on it. I'll link them in the show notes if you want to check them out. But it lets them know that the roll is new and not tampered with. And we used to just put rolls of toilet paper with the welcome gift, but once we got the stickers, I thought it would be nice just to leave them in the bathroom so, you know, when they gotta go, everything's all set in the bathroom. Which this is what we do in the midterm rental unit.

Welcome Gifts & the Unit Binder

Stacie 39:53

And we also like to leave a small welcome gift for a new tenant, nothing extravagant. We leave a roll of paper towels in case something spills during move-in. A couple bottles of water in the fridge, some chips, some trail mix, and a couple protein bars. Let's see, what else? We also leave a blue scrubby sponge, that won't scratch appliances if they use it to clean. And some extra wall paint in a touch-up cup with a cheap two-inch paintbrush in case they scuff the wall. And for those of you who are unfamiliar with touch-up cups, those are, for a lack of a better way of describing them, like a shaker bottle that you use for protein drinks. They hold a couple cups worth of paint and has a little ball in it, so when you shake the paint, it mixes it up really well. Comes with a label, so we put the paint color name and where it can be used. And we had to start doing that because one of our last tenants mistakenly used flat paint in the bathroom, and Kevin ended up having to repaint the whole wall. So now we label it, hush gray flat, and then we put on the label, "Do not use in kitchen or bath." So we'll link those touch-up cups in the show notes. Surprisingly, our tenants use it more often than not. And then along with those items, we also have our unit binder. And all that is, is a binder filled with information specifically about the unit and the building. So think where the different garbage bins are located and the lock codes to open them, and where can they find the cushions for the couches on the back patio, and reminders about how to care for the garbage disposal, which most tenants have no idea on what to do. Let's see, what else? Um, oh, I use, QR codes to link them to the use and care manuals for all the appliances. And of course, there's contact info for both Kevin and myself with the mailing address in case they have to send in their rent via snail mail. But all that starts the relationship off on a really positive note.

Kevin 42:09

Yeah. It may be a small gesture, but it does go a long way. It tells them from day one that we're landlords who care about the details, and that mindset carries through the whole tenancy.

Stacie 42:22

Right. And, and I think that's important. And yeah, it's a business, but I've often said that those who run a good business show that they care about their best clients, and this is how we start the tenancy off, letting them know we do care about their living experience in our unit. Oh, and one more thing. Don't forget the outside either. If there's a patio, a balcony, or a garage, those need attention too. So sweep them out, hose down the patio if it needs it, and make sure that the garage is empty and clean. Not still full of the last tenant's leftover junk or your tools and your materials. Remember, the first impressions start before someone even opens the front door. So once the unit is clean, fixed, painted, and stocked with those little details, you're basically ready to think about getting that next tenant in the door.

Getting Ready For the Next Tenant

Kevin 43:20

Alright, the last piece of the puzzle, getting ready for the next tenant. And honestly, this can start before the old tenant is even fully out.

Stacie 43:29

And, and I'll be honest, you know, we're not really fans of that, but a lot of landlords do start their marketing before the last tenant leaves to get the ball rolling. And technically, as soon as you know a tenant is leaving and you've got a move-out date, you can start advertising. You obviously want to be respectful of the current tenant's privacy, but there's nothing stopping you from prepping your listing, writing out your description, and using previous done photos for your ad. You know, that overlap is huge for cutting down vacancy time.

Kevin 44:04

It really is. And speaking of photos, we've actually got a whole episode on this. It's episode 124. It walks through exactly how to shoot rental property photos that get attention. So if you're in a position where you're doing updates and need to do new photos, check that episode out for my best tips.

Stacie 44:27

I just wanna circle back to why we don't advertise before the tenant moves out. You know, once in a while, the tenant has to extend their move-out date. So if you already have that place listed and the week before the tenant is due to move out, they come and ask for an additional week or even a month, you have to go and take that ad down and then communicate with all those interested parties that it's no longer available as planned. On the flip side, many times we end up having more work to do than anticipated. Sometimes it's deciding to get all new carpets. Sometimes it's new appliances. Sometimes it's that we just can't get in there right after move-out to do any of our work, and it has to sit for a couple weeks. So our policy is to wait and see how each move-out goes. If we know that they have a moving truck scheduled to arrive on Thursday and have asked us to come and do that final move-out inspection on a Friday or a Saturday, and we know we only have to do minor work and a deep clean, and we're available to do it right then, we would likely post the rental before the tenant moves out, and then put a two-week delay on its availability.

Kevin 45:43

Yeah, we've been doing this a while, and for the most part, we prefer to take our time and do it right. That usually means waiting to post the listing until it's ready. And this again is where your reserves come in. Your reserves are there to cover expenses, but they're also there to cover vacancies. This one to two-month lapse in rent we deal with comes from our reserves, or depending on the property, if we don't have a mortgage to sweat over, that rent comes from our monthly profit, which is fine when you own a multifamily property. But for those of you with single-family home rentals, getting rent coming in sooner rather than later is your best bet. If you want to take a deeper dive on marketing in general, go back to episodes 23 and 24. We did a two-part series specifically on marketing your rental property. That's good to listen to if you haven't caught those yet.

Stacie 46:43

Yeah, and we did do an episode on reserves, so check that out if you need some direction on those. I think that's episode 28, and it's called The Cash Reserves Blueprint: Protecting and Expanding Your Portfolio. We'll link that in the show notes as well as the marketing ones.

Screening, Leases, & Legal Must-Dos

Stacie 47:01

Now, before you actually put that listing out and start collecting applications, there's a few things you want to make sure that are all up to par, and that's checking that your tenant screening criteria is still legal. Landlord-tenant laws change sometimes every year, and so your income requirements, your background check policy, and the way you address pets in ESAs, all those still need to line up with current law in your state or even your city sometimes. So if you're just reusing the same listing from two years ago, that's exactly the kind of thing that can turn into a Fair Housing complaint if you're not careful. And honestly, this could be a great use case for AI tools right now. You can have an AI tool help you check your current criteria against recent changes in your local landlord-tenant law. I wanna stress though, you should make sure you're verifying anything important with an actual attorney before you rely on it. We did a whole episode on AI tools for landlords. I think it's episode 128. If you wanna learn more about it, we talk all about how we're using AI in our own business.

Kevin 48:13

Yeah, that's definitely worth a listen. Once your listing is live and your criteria is squared away, you're also gonna want a solid lease ready to go for whoever you approve. And don't worry, we've got you there too. Our three-part masterclass on our lease and addendums is episode 32 through 34. That has a lot of good information about what addendums you should or could be using along with your basic lease. Stuff you wouldn't necessarily think much about, like the grilling addendum. That says where they can grill and what kind of grills are allowed. And just so you know, most landlords do not allow charcoal or wood-fired grills because they take so long to stop burning. Another one that is new and likely not even included in those episodes is the addendum for personal micro-mobility devices, also known as e-bikes or scooters. Those have very powerful batteries that need to be charged, and those batteries have a history of getting hot and catching on fire. So a lot of landlords are using this addendum now to cover their butts and tell tenants where those devices have to be charged and how many devices the tenant can have in the unit overall. Again, another good thing to throw into AI and ask them about before approaching your lawyer and paying them hundreds of dollars to review your lease. And if you wanna stay ahead of turnovers like this one in the future, go check out episode 55. That one's all about preventative maintenance and how it saves you from big turnover surprises down the road. Again, all of these episodes we've mentioned will be linked in the show notes so you can jump right to 'em.

Stacie 50:03

And one more thing before we move on. Once you do have an approved applicant, don't let the lease signing drag out. Have the lease ready to go so you can move straight from approval, to sign lease, to move in, without losing a lot of days in between. Because every gap in that chain is a gap in your rent roll. Lock them in, even if they're not moving in for a couple weeks.

Kevin 50:29

All

Wrap-Up & Related Episodes

Kevin 50:30

right, so let's recap real quick here. Maintenance and safety first, locks, detectors, leaks, the stuff that protects you and your tenant. Then paint and flooring to make it look fresh. And Stacie's favorite part, deep clean every corner so it feels genuinely move-in ready. And finally, get ahead of your marketing and screening so the vacancy doesn't drag any longer than it has to. If you want more on any of the episodes we mentioned today, marketing, photos, leases, preventative maintenance, reserves, or AI tools, you'll find all of those linked in our show notes.

Stacie 51:14

You guys, a turnover done right protects your property, it protects your income, and honestly, it sets the tone for your next tenant relationship before they even moved in. So that's our episode for today. We will be back next week with another one. Now, I know this was a long one, but per usual, there was a lot for us to cover in the detail we feel necessary to show you our methods and ideas and why they make sense. Well, at least us anyway. All right. So if you enjoyed what we talked about today, or frankly any of our episodes, would you do us a favor and leave us a kind review of the podcast? Because reviews help others find out that, we're the real deal. And if you want to hear more, follow or subscribe to the podcast so that each week our episodes are downloaded right to your favorite podcast platform. We have newsletters, free guides, and a private Facebook landlord page. If you want to learn more, check out the show notes for this or any of our episodes. Thanks again for sharing your time with us. We really do appreciate it, and until next time, you've got this, landlords.