Apartment Turnover Checklist for Landlords [Free PDF]

When a tenant chooses not to renew their lease, this often requires the landlord to turnover the rental for the next tenant.

The timeline to do this varies significantly depending on the unit’s condition. For example, a well-maintained property may only require a quick cleaning and paint refresh, while those with extensive damage can extend the process by weeks. In either instance, it’s important to have a plan in place to ensure everything is addressed and prepared for your next tenant.

Here are the main steps to an apartment turnover checklist every landlord needs to know to save time and money.

What Is an Apartment Turnover?

An apartment turnover is the process of refreshing a rental unit for a new occupant after a tenant vacates, spanning from the lease end to the moment the unit is move-in ready.

In addition to understanding the overall process, it’s best to familiarize yourself with the following terms:

• Move-out notice: This notice is the formal trigger that starts your turnover clock, allowing you to schedule vendors in advance.
• Normal wear and tear: The baseline for acceptable aging that can help you distinguish from property damage.
• Security deposit itemization: Your legal proof of why funds were withheld for repairs, which must be provided within a strict state-mandated window.
• Carbon monoxide alarm requirements: A non-negotiable safety check for carbon monoxide detectors to ensure the unit meets habitability codes before the new keys are handed over.

What Does an Apartment Turnover Checklist Consist of?

The rental property will need to be properly restored prior to the new tenant moving in. Here are eight steps to complete on an apartment turnover checklist:

1. Receive a Move-Out Notice

Lease renewal options are presented 60 to 90 days before the lease term expires to determine if the current tenants plan to stay or move out. If your tenant doesn’t want to renew their lease, then your next step is requesting a written notice from your tenant clearly stating this.

Each state varies with when a tenant will need to provide a move-out notice, but it’s often 30 to 60 days before the last day of their lease to provide landlords with enough time to find a new tenant. The notice should clearly state their intention for not wanting to renew the lease, the day they’ll vacate the property by, and an address to send any expenses they’re responsible for covering.

Download our free non-renewal lease letter for landlords and renters.

2. Get Keys from Your Tenant and Inspect the Property

Before your current tenants return the keys, consider scheduling a final inspection with them to walk through each room in the unit and take note of any damage that’s outside of normal wear and tear.

They can then return the keys to the rental property to get their security deposit back if no major damage has been identified. If you notice severe property damage, determine repair costs and notify the tenant if a portion of the security deposit will be used to cover the expenses.

3. Prepare the Property for the New Tenants

Every unit will experience normal wear and tear, but you must systematically verify that every room is functional, safe, and clean.

If the unit was pet-friendly, be extra vigilant, as standard cleaning often isn’t enough to remove dander or deep-seated odors that could trigger allergies in the next tenant or lead to future floor damage.

To ensure you check off everything in your walk-through, review the following:

Kitchen & Dining

• Appliances: Run a full cycle on the dishwasher; check fridge/freezer temperatures.
• Plumbing: Check under the sink for slow leaks; clear the garbage disposal of debris.
• Electrical: Test all GFCI outlets using a plug-in tester.
• Surfaces: Degrease the range hood filter and check the oven interior.

Bathrooms

• Plumbing: Inspect the wax ring at the base of the toilet for leaks; snake drains to ensure fast flow.
• Ventilation: Clean the exhaust fan cover and verify it is pulling air.
• Sealants: Recaulk the tub/shower seams if cracking or mildew is present.

Living & Bedrooms

• Walls: Patch nail holes and perform a “corner-to-corner” paint touch-up to avoid flashing.
• Flooring: Professionally steam clean carpets or polish hard flooring.
• Windows: Check that all window locks function and screens are free of tears.

Pet-Specific Vigilance

• Blacklight Inspection: Use a UV light to check for hidden pet urine stains on carpets or baseboards.
• Odor Neutralization: Use enzymatic cleaners rather than standard soap to break down pet proteins.
• Pest Control: Conduct a mandatory flea and tick treatment, even if no pests are visible.

HVAC, Safety & Exterior

• Filters: Replace HVAC air filters and write the install date on the filter frame.
• Smoke/CO Alarms: Press the “test” button on all units; replace batteries regardless of age.
• Lighting: Replace all burnt-out bulbs with matching color-temperature LEDs.
• Exterior: Sweep entryways and ensure the unit number is clearly visible and secure.

4. List Your Rental Property Online

Now that you’re aware you’ll need to find a new tenant, you’ll want to advertise your rental property.

The demand for a unit varies depending on the time of the year — with the second quarter (April–June) remaining the most active period for landlords — but the more sites you can post your rental listing to, the better your chances are of generating tenant interest and shortening your vacancy period.

You can create listings manually on different sites or use a platform like Avail that allows you to post across the 19 top rental sites with one click.

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5. Schedule a Property Showing

It’s advised to provide your current tenants with a 24- to 48-hour notice of any property showings if they’re still occupying it, but this can vary by state. Providing them with a notice will give them time to clean the unit and notify you of any major damage to be aware of.

You are not legally obligated to compensate your current tenants for allowing you to conduct a property showing since this is a normal part of the renting process. But if they do express any uncomfortable feelings about having strangers view the property, you can work with them to create a plan that allows you to show the property to new tenants well before the lease term officially ends.

If the unit is empty, consider staging it to make it easier for prospective renters to visualize themselves in the rental.

6. Screen Interested Renters

If you’ve previously screened tenants on Avail, you can use the same application template to screen new tenants for the same property. However, you can also create a rental application from scratch if you’d like to include five custom questions with Unlimited Plus.

Any prospective tenant will need to authorize a rental background check. If allowed by landlord-tenant laws, you can also add a TransUnion credit, criminal, and eviction report to a rental application for a one-time fee you or the tenant can cover.

7. Create a Lawyer-Reviewed Lease Agreement

Similar to a rental application, Avail allows landlords to clone an existing lease agreement with Unlimited Plus to reuse for your new tenant. If there are any new clauses you want to add, this can easily be done in minutes so your lease agreement provides full protection for both parties.

You can also make a new lawyer-reviewed lease agreement to share with your tenant for free. The final lease agreement can then be emailed to the tenant so they can provide their legally-binding signature before adding your own signature.

8. Collect Rental Fees Before Handing Over Keys

In the past, you would have needed to schedule an in-person meeting to complete this step, but you can now collect the first month’s rent, the security deposit or move-in fee, and any other fees the tenant will be responsible for covering online.

Your tenant will need to create an account on Avail to set up their rent payment method, all of which will be deposited into the bank account you’ve linked to. They should also consider purchasing renters insurance to ensure their belongings are protected during the lease term.

Once you’ve collected all the required fees and proof of renters insurance, you can then provide them with their new set of keys to the property. You’ve successfully completed an apartment turnover checklist!

How Expensive Are Apartment Turnover Costs?

The true cost of an apartment turnover is a combination of direct expenses (labor and materials) and opportunity costs (lost rent). To budget accurately, calculate your Vacancy Cost, which is the money you lose every day a unit sits empty.

To find your daily impact, use this repeatable formula:

(Monthly Rent ÷ 30 Days) × Days Vacant = Total Vacancy Loss

To help you visualize the total financial hit, let’s look at three common turnover scenarios based on a unit that rents for $1,800/month ($60.00 per day).

Scenario 1: The “Quick Flip” (Light)

This scenario typically occurs after a short-term lease where the tenant was meticulous and followed all move-out instructions. Because the unit is in near-perfect condition, the goal is a rapid cleaning-to-keys transition that minimizes lost rent.

• Vacancy Time: 3 days ($180.00 loss).
• Maintenance and Labor: A professional cleaning crew performs a standard top-to-bottom scrub while the landlord handles minor paint scuffs. The locksmith re-keys all entry points to ensure security for the incoming resident.
• Estimated Total: $505.00 (Includes $325.00 in labor/materials and $180.00 in vacancy loss).

Scenario 2: The “Standard Transition” (Moderate)

This is the most common turnover, usually following a two-to-three-year tenancy. While the tenant treated the home well, several years of daily life have resulted in noticeable wear on the walls and flooring that must be refreshed to maintain the property’s market value.

• Vacancy Time: 10 days ($600.00 loss).
• Maintenance and Labor: The walls require a full coat of paint to eliminate “flashing” from old touch-ups, and the carpets receive a deep steam treatment. A handyman spends the day addressing minor issues like leaky faucets, loose cabinet hinges, and expiring HVAC filters.
• Estimated Total: $2,150.00 (Includes $1,550.00 in labor/materials and $600.00 in vacancy loss).

Scenario 3: The “Deep Restoration” (Heavy)

A heavy turnover is often the result of a “lease skip,” a tenant who caused significant damage, or a unit that hasn’t been updated in over a decade. This scenario requires active project management as multiple contractors are needed to bring the unit back to a habitable and rentable state.

• Vacancy Time: 21 days ($1,260.00 loss).
• Maintenance and Labor: A specialized crew is brought in to remove abandoned furniture and debris before flooring contractors replace damaged carpets with durable LVP. Skilled trades repair significant drywall holes and replace a non-functioning appliance to ensure the unit passes inspection.
• Estimated Total: $5,960.00 (Includes $4,700.00 in labor/materials and $1,260.00 in vacancy loss).

Manage Your Property With Avail

Completing an apartment turnover checklist takes time to do, but it is easier with the right landlord tools. Avail can help you streamline time-consuming processes associated with your rental property to help you save both time and money.

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