The Complete Rental Property Turnover Checklist: Inspection, Repairs, Cleaning, and Marketing Timeline

A unit turnover is the most expensive recurring event in property management. Between lost rent, repair costs, cleaning, and re-marketing, a single turnover on a $1,500/month unit typically costs $3,000–$5,000. On a $2,500/month unit, that number can climb past $7,000.

The difference between a 45-day turnover and a 14-day turnover? It's not working faster. It's not cutting corners. It's having a system.

After turning over thousands of units, I've refined a turnover process that consistently hits 14–21 days from move-out to move-in. This guide gives you the complete system: every checklist, every timeline, every decision point.

The Turnover Timeline: Four Phases

The key to fast turnovers is overlap. You're not doing these phases sequentially — Phases 1 and 4 start simultaneously, and Phase 3 begins within hours of Phase 2.

Phase 1: Pre-Move-Out (30 Days Before)

This phase starts the moment you receive a move-out notice. Every hour you wait here adds a day on the back end.

Day 1 of Notice

• Confirm move-out date in writing. Send a move-out confirmation letter or email:

Dear [Tenant],

This confirms your notice to vacate [address/unit] with a move-out 
date of [date]. 

Please review the attached Move-Out Instructions, which include:
- Key return procedure
- Cleaning expectations
- Forwarding address requirement
- Security deposit return timeline

Your final walk-through inspection is scheduled for [date/time — 
typically move-out day or the day after]. Please confirm your 
availability.

• Send move-out instructions packet. (See below.)
• Review lease for any special provisions — early termination fees, required cleaning, carpet cleaning requirements, etc.
• Check security deposit amount on file.
• Begin marketing the unit with projected availability date and current or recent photos.

Move-Out Instructions Packet

This document saves you money. Tenants who know exactly what's expected leave the unit in better condition. Include:

Cleaning Requirements:

• All personal property removed
• Refrigerator emptied, cleaned inside and out, defrosted if applicable
• Oven and stovetop cleaned (no burned-on grease)
• All surfaces wiped down (counters, shelves, cabinets)
• Bathrooms cleaned (toilet, tub/shower, sink, mirrors)
• Floors swept/vacuumed and mopped
• Light fixtures and ceiling fans dusted
• Windows cleaned (interior)
• All trash removed from unit and exterior areas
• Garage/storage cleaned and emptied
• Yard maintained (if applicable — mowed, debris removed)

Key Return:

• All keys, garage remotes, access cards, and mailbox keys must be returned by [time] on [date]
• Return to: [location/person]
• Unreturned keys will be charged at: $25/key, $75/garage remote, $50/access card

Forwarding Address:

• Provide a forwarding address for security deposit return
• Deposit will be returned within [state-specific timeline] days per [state statute]

Utilities:

• Do not disconnect utilities until [date]. Landlord requires active utilities for turnover work.
• Transfer or disconnect effective [date].

Day 7–14 of Notice

• Schedule pre-move-out inspection. Many states allow this; it gives you (and the tenant) advance notice of potential deposit deductions so the tenant can address issues before move-out.
• Walk the unit with the tenant. Use your move-in inspection report as the baseline. Note everything that's changed.
• Identify scope of work. Create a preliminary work order:
• What needs painting?
• Flooring condition — clean or replace?
• Appliance condition — repair or replace?
• Fixtures needing repair or replacement?
• Any major systems issues (HVAC, plumbing, electrical)?
• Order materials. If you know you'll need paint, flooring, fixtures, or appliances — order now. Waiting until after move-out to order a dishwasher adds 5–10 days.
• Schedule contractors. Book your painter, cleaner, and any specialty trades for the day after move-out. Contractor availability is the #1 cause of delayed turnovers.
• Process applications. If you started marketing on Day 1, you may already have interested prospects. Screen them now.

Day 21–30 of Notice

• Confirm contractor schedule. Call/text every contractor to reconfirm dates and scope.
• Confirm cleaning crew. Schedule for immediately after contractor work completes.
• Prepare move-in packet for next tenant (lease, move-in inspection form, welcome letter, keys).
• Set up utilities in landlord's name for the vacancy period (if not already).
• If prospect approved: Prepare lease for signing with move-in date aligned to make-ready completion.

Phase 2: Move-Out Inspection (Day 0)

Move-out day is your most important day in the turnover process. Do the inspection the same day the tenant vacates, or within 24 hours.

Move-Out Inspection Checklist

Use this room-by-room. Photograph everything. Compare to your move-in inspection photos.

Exterior / Entry

• Front door condition (scratches, dents, lock function)
• Doorbell functional
• Porch light functional
• House numbers visible
• Mailbox condition and key
• Landscaping condition (if tenant responsibility)
• Driveway / parking area condition
• Fence / gate condition
• Exterior walls (damage, stains)

Kitchen

• Countertops (chips, burns, stains)
• Cabinets (doors aligned, hardware intact, interior clean)
• Sink and faucet (leaks, stains, disposal function)
• Dishwasher (runs full cycle, clean interior, door seal)
• Refrigerator (runs properly, clean interior, seals intact, ice maker)
• Oven/range (burners function, clean interior, knobs, clock)
• Microwave (if provided — runs, clean interior, turntable)
• Exhaust fan/hood (functional, filter clean)
• Flooring (scratches, stains, loose tiles)
• Walls and ceiling (holes, marks, grease stains)
• Light fixtures (functional, clean)
• Outlets and switches (functional, cover plates intact)
• Window (opens, locks, screen, blinds)

Living Room / Dining Room / Bedrooms (each)

• Walls (nail holes, scuffs, marks, damage)
• Ceiling (stains, cracks, water damage)
• Flooring (carpet stains/wear, hardwood scratches, tile condition)
• Windows (open, lock, screens, blinds/shades)
• Closets (doors, shelving, rod, condition)
• Light fixtures and ceiling fans (functional, clean)
• Outlets and switches (functional, cover plates)
• Doors (close properly, hardware, doorstops)
• Smoke detector (present, functional — test)
• CO detector (if required — test)

Bathrooms (each)

• Toilet (flushes properly, no running, no cracks, seat condition, caulk)
• Sink and faucet (leaks, stains, drain speed)
• Tub/shower (drain, caulk/grout condition, tile condition, showerhead)
• Vanity/cabinet (doors, hardware, interior)
• Mirror (intact, clean)
• Exhaust fan (functional)
• Towel bars / TP holder (secure)
• Flooring (condition, caulk at edges)
• GFCI outlet (test)

Utility / Mechanical

• HVAC filter (condition, size noted for replacement)
• HVAC operation (heat and cool — test both)
• Water heater (temperature setting, age, signs of leaking)
• Electrical panel (labeled, accessible)
• Washer/dryer hookups or units (if provided)
• Washer drain pan (if applicable)
• Dryer vent (clear of lint — fire hazard if not)

Garage / Storage

• Garage door opener (functional, remotes returned)
• Walls and floor (oil stains, damage)
• Storage areas emptied
• Light fixtures functional

Determining Normal Wear and Tear vs. Damage

This is where security deposit disputes happen. Document your standards:

IRS useful life guidelines for proration:

• Interior paint: 2–3 years
• Carpet: 5–7 years (varies by quality)
• Appliances: 10–15 years
• Blinds: 3–5 years
• Countertops: 15–20 years

If carpet has a 7-year useful life and is 5 years old when a tenant damages it, you can only charge 2/7 of replacement cost — not the full amount. Courts are very clear on this, and overcharging deposits is one of the fastest ways to lose a small claims case.

Security Deposit Disposition

After completing your inspection, prepare the security deposit disposition letter within your state's timeline:

The disposition letter must include:

• Original deposit amount
• Itemized list of deductions with amounts
• Supporting documentation (photos, invoices, receipts)
• Remaining balance (enclosed as check)
• Sent to tenant's forwarding address (or last known address)

Phase 3: Make-Ready (Days 1–7)

This is where you execute the scope of work identified in Phase 2. Speed here is everything — every day of make-ready is a day of vacancy.

Standard Make-Ready Scope (Every Turnover)

These items happen on every turnover regardless of condition:

• Re-key all locks — Never, ever skip this. It's a liability issue and often legally required. Use a master key system if you manage multiple units.
• Replace HVAC filter
• Test all smoke and CO detectors — Replace batteries or entire units if needed (many jurisdictions require 10-year sealed lithium battery detectors for all turnovers)
• Touch-up or full paint — Our standard: full repaint every 3rd turnover or if tenant was in unit 3+ years. Touch-up for shorter tenancies in good condition.
• Professional deep clean (see cleaning checklist below)
• Replace toilet seat — $15 item that makes a noticeable difference in showing quality
• Replace drip pans on electric range — $12 for a set; stained drip pans make the whole kitchen look dirty
• Clean or replace blinds — If they can't be cleaned to near-new condition, replace them ($8–$15 per window)
• Caulk tub/shower surround — Remove old caulk, re-caulk. This prevents water damage and looks fresh. 30 minutes of work.
• Test all outlets with a tester — $15 for a plug-in tester. GFCI outlets must trip and reset.

Conditional Make-Ready Items

Based on inspection findings:

• Carpet: Steam clean if in good condition (cost: $100–$200). Replace if stained, worn, or past useful life (cost: $2–$4/sq ft installed for apartment-grade carpet).
• Flooring repairs: Patch/repair hardwood scratches. Replace damaged LVP planks. Re-grout tile.
• Appliance repair or replacement: If an appliance is >80% through its useful life and showing issues, replace it during turnover rather than risking a breakdown during the next tenancy.
• Plumbing repairs: Fix any drips, slow drains, or running toilets identified during inspection.
• Electrical repairs: Replace any non-functional outlets, switches, or fixtures.
• Drywall repair: Patch holes larger than nail holes. Texture-match and paint.
• Countertop repair/replacement: If damaged beyond touch-up.
• Cabinet refinishing: If dated or damaged.
• Exterior: Touch-up paint, power wash, landscaping cleanup.

Make-Ready Scheduling Template

Pro tip: Build in one buffer day. Contractors run late. Materials get back-ordered. Weather delays exterior work. A 7-day schedule with a buffer beats a 5-day schedule that slips to 10.

Cost Control: Make-Ready Budget by Unit Type

"Standard" = paint touch-up, professional clean, minor repairs, carpet clean. "Heavy" = full repaint, carpet/flooring replacement, appliance replacement, significant repairs.

The Deep Cleaning Checklist

Your cleaning crew needs a specific scope, not "clean the apartment." Here's our standard:

Kitchen:

• Degrease and sanitize all countertops
• Clean interior and exterior of all cabinets (including top of upper cabinets)
• Clean and sanitize sink; polish faucet
• Clean interior of oven, including racks and broiler
• Clean interior of microwave
• Clean interior and exterior of refrigerator; pull out and clean behind/underneath
• Clean interior of dishwasher; run a sanitize cycle
• Clean range hood and filter
• Clean light fixtures and switch plates
• Clean baseboards
• Mop floor (including under appliances)

Bathrooms:

• Sanitize toilet (interior, exterior, base, behind)
• Clean and sanitize tub/shower (scrub tile, grout, glass doors)
• Clean and sanitize sink; polish faucet and drain
• Clean mirror
• Clean interior of vanity cabinets
• Clean exhaust fan cover
• Clean light fixtures
• Clean baseboards
• Mop floor

All Rooms:

• Dust all surfaces (shelves, ledges, window sills)
• Clean all windows (interior)
• Clean window tracks
• Clean blinds (both sides)
• Wipe all doors, door frames, and door handles
• Clean all light switches and outlet covers
• Dust light fixtures and ceiling fans
• Clean baseboards
• Vacuum all carpet / mop all hard floors
• Vacuum closet floors and shelves

Misc:

• Clean washer/dryer (if provided) — interior, dispensers, lint trap, exterior
• Clean water heater closet (sweep/mop, remove any debris)
• Clean garage floor (sweep, spot-clean oil stains)
• Clean patio/balcony (sweep, wipe railings)
• Clean front door (both sides) and door frame
• Clean mailbox

Quality check: After the cleaning crew finishes, run a white-glove test on every horizontal surface. Check inside the oven, behind the toilet, and the top of the refrigerator. These are the three areas cleaning crews most commonly skip.

Phase 4: Marketing & Lease-Up (Overlaps All Phases)

Marketing starts on Day 1 of the notice period, not after make-ready. Here's the execution:

Pre-Move-Out Marketing (Days -30 to 0)

• List on all platforms with projected availability date
• Use current photos (or recent photos from last turnover)
• Include "available [date]" prominently in listing
• Set up showing schedule (or self-showing system)
• Accept and process applications
• Screen applicants against standard criteria

Post-Make-Ready Marketing (Days 6–7+)

• Update listing with new professional photos
• Schedule showings for approved/interested prospects
• Target: signed lease within 7–14 days of unit being show-ready
• Prepare lease and move-in documents
• Collect first month's rent and security deposit
• Schedule move-in orientation and inspection

Move-In Day Checklist

• Conduct move-in inspection with tenant (both sign)
• Photograph every room with tenant present
• Walk through all systems (HVAC thermostat, breaker panel, water shut-off, appliance operation)
• Provide all keys, remotes, access devices
• Provide emergency contact information
• Confirm rent payment setup (auto-pay, portal, etc.)
• Provide welcome packet (local utilities, trash schedule, maintenance request process, lease summary)

Turnover Metrics to Track

After each turnover, log these numbers:

Over time, this data tells you where your process is slow, where you're overspending, and which marketing channels produce the fastest lease-up.

Common Turnover Mistakes

1. Waiting until move-out to start anything. If you do nothing during the notice period, you've guaranteed 30+ days of vacancy before you even start make-ready.

2. Not having a contractor bench. When your only painter is booked, you wait. Maintain relationships with at least two of every trade: painter, cleaner, plumber, electrician, handyman, flooring installer.

3. Over-improving for the market. A Class B property doesn't need quartz countertops. Match your make-ready to your market segment. Overspending doesn't proportionally reduce vacancy.

4. Skipping the move-in inspection. Without a signed move-in inspection, you'll struggle to prove damage at the next move-out. This one step protects thousands of dollars in future deposit claims.

5. Inconsistent cleaning standards. If your "professionally cleaned" unit has dust on the blinds and grease in the oven, your new tenant's first impression is that you're a sloppy manager. That impression colors the entire tenancy.

6. Not photographing condition. Take 50+ photos at move-in and move-out. Storage is free. Litigation is not.

Key Takeaways

1. A turnover is a project, not an event. Manage it with a timeline, milestones, and accountability.
2. Overlap everything. Market during notice. Order materials during pre-inspection. Screen applicants during make-ready.
3. Standardize your make-ready. Every unit gets the same baseline treatment. Consistency reduces errors and speeds up the process.
4. Document obsessively. Photos, checklists, invoices. Your future self (or your attorney) will thank you.
5. Measure and improve. Track days vacant and make-ready cost per turnover. Set targets. Review quarterly.

The 14–21 day turnover isn't aspirational — it's achievable with the right system. Print this checklist, customize it for your properties, and run it every single time. The consistency is what transforms turnover from your biggest expense into a controlled, predictable process.

HonestCasa helps landlords streamline property operations. For more management tools and checklists, explore our resource library.

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