When a tenant moves out of a property, landlords have several important responsibilities to ensure a smooth transition for both outgoing and incoming tenants. Managing this change well helps avoid disputes and ensures that the property remains in good condition for the next tenants. Below are the key responsibilities landlords should be aware of during a tenancy changeover. 

Highlight the changeover date and financial obligations

The first step is to confirm the tenancy end date with the outgoing tenant and clarify any remaining financial obligations. Landlords should provide a breakdown of any rent arrears, utilities, or other payments owed before the tenant moves out. Similarly, it’s important to discuss when the final rent payment is due and whether any overpayment needs to be reimbursed. Clear written communication ensures that both parties understand their obligations. 

Conduct an inventory check for the outgoing tenant

Before the outgoing tenant leaves, it’s essential to carry out a thorough inventory check. Compare the condition of the property to the original inventory that was taken at the start of the tenancy. This ensures that any damage (beyond normal wear and tear) is identified and the cost for repairs can be deducted from the tenant's deposit if necessary. Take photos to provide clear evidence if disputes arise later. 

Ensure essential repairs are completed

Between tenancies is the perfect time to address any repairs or maintenance issues. Landlords are responsible for ensuring the property is in good, safe condition for new tenants. This includes fixing any reported issues or damages found during the final inspection. Carrying out essential repairs quickly avoids complaints from future tenants and keeps the property’s value intact. 

Prepare a new inventory for incoming tenants

A new inventory should be prepared for the incoming tenants by the landlord or letting agent. This document will include a detailed list of the property’s contents and its condition, such as furniture, appliances and overall cleanliness. A well-prepared inventory protects both the landlord and tenant and serves as an important document if disputes arise at the end of the new tenancy. 

Notify utility providers and the local council

Responsibility for notifying utility providers (gas, electricity, water) and the local council lies with both the landlord and the outgoing tenant. The tenant should provide final meter readings and notify the council to avoid unnecessary charges. However, landlords often choose to manage this process as well to ensure smooth handovers and prevent issues during vacant periods. 

Return the tenant’s deposit

Under UK law, landlords must return the outgoing tenant’s deposit within 10 days of, after agreeing if there are any deductions. All deposits must be protected in a government-backed tenancy deposit scheme (TDS). Failing to return the deposit promptly, or without just cause, could lead to legal issues and fines. 

Complete health and safety checks

Before new tenants move in, landlords must ensure the property complies with all safety regulations: 

Gas safety: A valid Gas Safety certificate must be provided to the new tenants if there are gas appliances in the property. 

Electrical safety: Ann Electrical Installation Condition Report (EICR) is essential, with a copy  provided to the new tenants to confirm that the property’s electrical systems are safe. 

Smoke and carbon monoxide alarms: Ensure that smoke alarms are installed on every floor and that carbon monoxide detectors must be present in rooms which contains any appliance which burns, or is capable of burning fuel. The only exception to the latter is where the only appliance in the room is a gas cooker. 

Taking the time to complete necessary checks and repairs, while keeping communication clear with both outgoing and incoming tenants, will help prevent disputes and maintain the property’s long-term value. 

For more information on landlord responsibilities, including your obligations when setting up your new tenancy, you can visit the NRLA’s resources website. 

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