Every landlord has to transition an old tenant to welcome a new one at some point. The transition between tenants can be challenging because it implies multiple steps, from move-in and move-out inspections to upgrades and renovations, to make sure the property is ready to receive its next tenant. This period requires that landlords and tenants stay on the same page and have open communication to minimize mishaps and misunderstandings that can cost both parties time and money. In this blog, we’ll give you our recommendations for navigating the tenant transition process smoothly to help you plan out effectively for a successful tenant turnover.
4 Steps to Transition Between Tenants Smoothly
1 – Communicate Openly With Your Tenants
Whenever the lease expiration date approaches, always take a proactive approach and notify your tenants about the expiration and the renewal options in advance. In case your tenant chooses to leave the property, the Alberta Residential Tenancies Act states that they should send you a notice 60 days in advance in case of a yearly lease. On the other hand, if you want the tenant to vacate the property, you must send them a notice 90 days in advance in the same type of lease.
If you have a different type of lease, these are the stipulated notice periods:
| Type of Tenancy | Tenant | Landlord |
| Weekly | 1 full tenancy week | 1 full tenancy week |
| Monthly | 1 full tenancy month | 3 full tenancy months |
Once you send or receive a notice to end the tenancy, we recommend sending your move-out instructions with a checklist of responsibilities, such as cleaning requirements and returning keys to your tenant. Your move-out requirements may vary depending on your circumstances, but the province offers a sample cleaning checklist for tenants that you can consult to create your own.
2 – Start Marketing the Property
Marketing your property early is key to reducing the vacancy period between tenants and ensuring a seamless transition. Ideally, you should start advertising the property at least 30 days before your current tenants leave. We recommend talking to your tenants before listing the property and scheduling visits to minimize disruptions and respect their privacy. If you can, consider offering virtual tours and coordinating with your tenants in advance whenever you need to offer an in-person visit to schedule it at the most convenient time for them.
3 – Conduct Move-In and Move-Out Inspections
Thorough move-in and move-out inspections are essential to make sure your property is in good shape while transitioning tenants, protect yourself from liability and, in the case of move-out inspections, it’ll serve as your justification for collecting money from the damage deposit in case you need it. We have a move-in and move-out inspection checklist that we use with our clients when we transition tenants for them and we offer it for free for independent landlords here.
Once your current tenant is ready to leave the property, do a final walk-through inspection with them to make sure everything is in order with the amenities and structure of the property, and inform them when you’ll return the deposit and ask them how they want the money back. In case you have to deduct a certain amount for repairs, make sure to tell them the deducted amount and the reason to avoid misunderstandings.
4 – Prepare the Property for Its New Tenants
Once you’ve pre-screened and selected your new tenants, make sure the property is ready to welcome them to leave a good impression and start the new lease in the best way possible. Here’s how to do it:
- Make sure all the maintenance and repairs work is complete or almost complete to make sure the property is comfortable enough for the new tenants to move and prevent early maintenance calls and complaints.
- Ensure that the amenities and utilities are working: Moving-in tenants expected a fully functioning unit with working appliances and fully connected utilities. Test the kitchen and laundry appliances to make sure they are working properly and ensure the electricity, water and internet wiring are functional to make the adaptation process easier for your new tenants.
- Ensure the property’s safety: Change the locks on all entry points, and if your property has an electronic access system, reprogram the keypads for smart locks and reset garage door codes. Provide new keys or access codes to your new tenant and keep a record of all the issued access items.
- Welcome your new tenants with a guide with property rules, utility information, and useful emergency contacts.
A Smooth Tenant Transition Is Possible
By planning carefully and staying organized, you can make tenant transitions stress-free for both you and your tenants while protecting your interests. However, we acknowledge that this process may be overwhelming for independent landlords. If this is your case and you own a rental property in the Calgary area, we can transition your tenants for you. Contact us to get a free quote.
