There are plenty of reasons to both lament the loss of tenants in your Santa Rosa rental property and to celebrate the transition. You don’t love the fact that you’re facing a vacancy and that you’ll have to invest some money into turnover costs, maintenance, and marketing for a new tenant. But, you now have the opportunity to set a rental rate that’s perhaps a bit more profitable and market-driven, especially if your property is subject to rent control laws. You can also make some improvements and updates to your investment, increasing its rental value and its chances for appreciation over the long term.
There are a lot of details involved when you’re saying goodbye to one tenant and preparing for a new one. If you’re struggling to stay organized during this turnover process, we have some tips and strategies that may help you do it successfully. We’re also willing to help in a more hands-on way. If you’d like some professional help from experienced Santa Rosa property managers, we can take care of this transition for you and help you lease, manage, and maintain your property more efficiently.
Here’s how you want to successfully transition between tenants in Santa Rosa.
Accepting a Notice to Vacate
It all starts with your tenants providing you with their notice to vacate. You know that they’re planning to move out in the next 60 or 30 days, depending on what your lease requires for notice periods. The first thing you want to do is to respond to your tenant and confirm that you received the notice. You also want to take the opportunity to remind them of all your move-out requirements. These requirements may include:
- Returning the property to the same condition it was in when the tenant moved in. Did they swap out your washer and dryer for their own? They’ll want to re-install your original appliances. If you allow them to paint a wall, you’ll expect them to re-paint the wall with the original paint color.
- Cleaning. Again, you are right to expect that the property will be as clean as it was when your tenants moved in.
- Removing all personal belongings and trash. You can charge a fee for hauling if a sleeper sofa is left behind or a refrigerator full of food.
- Key return. Make sure you provide instructions on how to return the keys and any remotes or other equipment that belong to the property.
- Forwarding address. Your tenants will want their security deposit back. Make sure you get a forwarding address so you can send it promptly.
When you are clear about your expectations and the requirements of your lease agreement, you can expect a move-out process that’s organized, smooth, and stress-free for both you and your departing tenants.
Offer a Pre-Move Out Inspection
California law requires that you offer your tenants a pre-move-out inspection within two weeks of their departure. Not a lot of tenants will take you up on this offer, but we strongly recommend that you advise them to accept. It’s a good opportunity for them to understand where the security deposit deductions may be found, and it’s a good opportunity for you to take a look at what you’re working with. When you get inside the property before your tenants vacate, you can estimate what kind of maintenance work you’ll need to do and which vendors you’ll want to book once the property is vacant.
Security Deposit Returns
Once your tenant has left, you’ll have to quickly inspect the property and make decisions about the security deposit. California law requires that you send any portion of the deposit that’s refundable back to the tenant within 21 days. You are permitted to deduct for:
- Unpaid rent and utilities.
- Cleaning is required to bring your property back to the state it was in before the tenant took possession.
- Tenant damage.
You are not permitted to deduct money from the deposit for general wear and tear items that are your responsibility. That might include those small nail holes in the walls from where pictures or mirrors were hung. You might find some scuffing on the walls or the floors from where furniture was placed. Sunlight is likely to fade or warp window blinds and treatments. All of these things are your responsibility.
Damage, however, might look like large holes or scratches in walls and floors. Appliances that are broken due to misuse or abuse can be fixed or replaced at the expense of the tenant.
It’s not always easy to see the difference between damage and wear and tear. This is why those move-in and move-out inspection reports are so critical. You want to document the condition of the property at both moments in time so that you can effectively decide what justifies a deduction and what you’ll have to pay for yourself.
If there’s any doubt, consult a Santa Rosa property management expert. You don’t want to find yourself facing extra penalties because you made an unlawful charge against the deposit.
Preparing Your Santa Rosa Rental for a New Tenant
Now that you have an empty property, you have to begin thinking about the next tenancy.
We advise you to move quickly. You don’t want your rental to be vacant too long. Have your vendors, contractors, and service providers in place and ready to move once the home is ready to be worked on. Whether it’s new flooring, fresh paint, updated appliances, or new fixtures, getting the work done quickly and professionally will ensure that you don’t lose too much money on the turnover process.
There are two specific things you’re looking to do during this process:
- Make repairs. Things may be broken or in need of replacement. Air filters, for example, should be changed, and you’ll want to make sure all the light bulbs are working. Check every outlet to ensure there’s electricity and turn on every faucet. Look for leaks and drips and evidence of plumbing issues. If a cabinet door is hanging off its hinges, repair it. When window screens are scratched and have holes, replace them. Test all the locks on windows and doors and make sure the functions and features of the property are all working the way they should. This is part of your preventative maintenance plan; you want to protect the value and condition of your investment by ensuring it’s safe and in good shape.
- Make upgrades. There are more than just repairs to be made during the turnover process. You also want to think about the improvements that might increase your rental value and help you attract better tenants. This is an opportune time to not only repaint and install new carpets but also invest in hard surface flooring instead. Switch out those old, tired appliances for new, energy-efficient models. Think about aesthetics, too, which are usually quite cost-effective. What about some tile backsplash in the kitchen or new drawer pulls and faucets in the bathrooms? These things will make a difference as you begin looking for a new tenant to move into your property.
Once you’ve done all the necessary work to make your property ready for the Santa Rosa rental market, call in your cleaners and your landscapers so you can provide the finishing touches. You’ll want to take some good marketing photos and start thinking about the showings that are likely to begin soon.
Marketing for a New Tenant
With the former tenant out and the property ready for occupancy, you should immediately begin looking for your next tenant. Take high-quality photos, consider putting together a walk-through video, and create a listing that is destined to grab the attention of good renters who are looking for their next home.
Santa Rosa tenants are scrolling through dozens of listings at a time. Make sure yours stands out. Use dynamic phrases and attention-grabbing headlines. It’s important to show up on all the popular websites that people are using. Think beyond those websites and leverage social media to your benefit. When you post your listing on Facebook, Instagram, and other social platforms, you have an opportunity to engage directly with potential tenants. You can answer questions for an entire audience to view. You can invite likes, loves, shares, and comments.
Always be responsive as you begin to generate interest in your property. Make sure you’re answering your phone, responding to messages, and being proactive about scheduling showings. The faster you move through this leasing process, the less money you lose on your vacancy.
Transitioning between tenants in Santa Rosa does not have to be complicated, but there’s more involved than most landlords realize. Once you have interested tenants, you’ll need to screen them. Do you have a set of standard rental criteria you’re using?
Think about partnering with a Santa Rosa property management expert when you’re between tenants. You’ll find that we are able to manage turnovers more efficiently and with less monetary loss. We have a team of vendors and service professionals in place already, we understand marketing and screening, and we’re able to attract, identify, and place high-quality tenants who are likely to contribute to an exceptional rental experience.
Let’s talk about your tenant transitions and how they might be smoother and stress-free. Contact our team at Prestige Real Estate & Property Management.
