Are you overwhelmed by the amount of work required during a rental turnover as a landlord in Portland, OR? Even after all the stress and you finally sign the lease, the tenant moves in and all the sudden you receive a whole list of repair requests.
Now you have to hire a handyman again to fix something that could have been done while the unit is vacant, without all the back-and-forth coordination between the tenant and the vendor.
The worst part is, it messes up your budget.
The goal of EC Handyman Solutions is to make the life of busy landlords, property owners and managers easy, by providing professional move-out inspections and quality repair services, so that you can make informed decisions and focus on what matters most. Contact us today to learn more!
As a former property manager who manages 50+ residential and commercial units in the Portland Metro Area, I learned that the #1 key to a successful rental turnover is a thorough move-out inspection with photo documentation. Period. Why?
- it helps you identify high priority vs low priority repair items
- it shortens the time to restore the unit to showing-ready condition
- you won’t miss any damages caused by the tenant
- it gives you information for budgeting–some repairs are deal-breakers to prospects, some aren’t
- it records the condition of the property and helps you plan maintenance
- it serves as evidence and helps avoid stressful he-said-she-said disputes
- … and more!
Here are some tips to level up your move-out inspection:
1. Knowing the Law
Most state laws require landlords to provide a written, itemized accounting of deductions taken from a security deposit for repairs. In Oregon, ORS 90.300 requires landlords to provide the documentation and return the remainder of the security deposit no later than 31 days after the tenant turns in the key.
The good news is that repairs don’t need to be completed before landlords can claim deductions. But still, you want to schedule the inspection in advance to minimize vacancy, which is the #1 loss in rental business.
2. Checklist
Do not start without some sort of a checklist. Move-out inspection is a very tedious job and without the guidance of a checklist, you are going to miss something. Zillow has free checklist templates that you can download. There are also paid apps that are more professional.
Every property is different, so make sure to add items like deck, hot tub, fireplace, etc. Also, be sure that the checklist has room for writing comments, which should identify the issue and propose actions.
Develop a set of key and abbreviations to make rating faster. For examples,
- NC – Need Cleaning
- NP – Need Painting
- NR – Need Repair
- CM – Cosmetics
- SH – Safety Hazard
3. Tools and Supplies
You only needs a few basic tools and supplies to do a move-out inspection:
- Flashlight – for checking under the sink and inside closets and cabinets
- Ladder or step stool – for checking above appliances and high up places
- Phone or camera – for taking lots of photos
- Pen and paper – for taking notes
- Basic hand tools (measuring tape, screwdrivers, etc.) – for evaluating scope of repairs and knocking out simple tasks
Avoid bring a lot of tools so that you can focus on the inspection and not be tempted to do the repairs. Even for simple things like tightening a few loose screws, I recommend doing those after the inspection is completed, if you still have time.
4. Take Your Time
Haste makes waste. The key is the be thorough. You can ignore an observation, but you cannot fix an issue that is not found. Open and close every door and window, turn on and off every light and faucet, test every smoke alarm and appliances, check every outlet and sink. The money is in the details.
You don’t want to spend all day inspecting every inch and corner of the unit either. A typical detailed move-out inspection should take about 2 to 4 hours on site, depending on the size, condition, and the complexity of the property. Kitchen and bathrooms usually take longer because there are more fixtures and appliances to test.
You want to develop some sort of workflow to make the job more efficient while not missing details. For example, move from the outside to inside, top to bottom, and clockwise in a room. Or, simply follow the checklist item after item. And you want to stay focused and stick to the workflow, even if you see a big hole in the wall when you walk into a room–never let yourself jump back and forth.
5. Streamline Your Workflow
Move-out inspection is not complicated. Once you have done it a couple of times, you will be able to do it fairly efficiently, especially if you are a small landlord and familiar with your properties.
If you have more than a few properties to manage, consider creating simple systems or investing in professional softwares that streamline the workflow and documentation.
The initial setup may take some time, but it will pay off quickly and save you hours onsite and back at the office. A good software allows you to generate the report before leaving the property.
The Handyman’s Take
Performing thorough move-out inspections is not only a key to successful rental turnovers, but also to successful property management.
It gives you the power of knowledge and puts you in the position of proactive maintenance, instead of passive response to requests and complaints. I can’t tell you how many times after finishing a punch list that a landlord gives me, the tenant moves in, and I get called to go back to fix more things. And I see how frustrated the landlord feels.
The problem is that most self-manage property owners only do a quick walkthrough without any systems, rush the turnover, and do the bare minimum. This results in undiscovered issues, delayed maintenance, which lead to multiple service calls and costly repairs down the road.
Start with creating a checklist and taking the time to do a detailed move-out inspection. You will be surprised by the amount of repair items you have never found before. However, you will feel that you are finally in control.
Still Too Stressful? We Offer Move-out Inspections
Move-out inspection is a lot of work after all, and it does require some knowledge of construction. If you are not sure about doing this yourself, we are here to help.
Our goal at EC Handyman Solutions is to make your life easy. We offer professional move-out inspections:
- ✔ Detailed room-by-room inspection
- ✔ Annotated photo documentation
- ✔ Same-day digital report delivery
- ✔ Maintenance-focused recommendations
- ✔ Clear prioritization of repair items
- ✔ Repair services available upon request
- ✔ Designed specifically for rental turnovers, not real estate transactions
By working with us, you will have the power to make informed decisions and let the pro handle the stress.
Call or text (503) 549-1070 or fill out a request form for an online estimate today!
PRO Tip—Get a $15 Outlet Tester!
You will be amazed how many rental units I inspected had at least one failed outlet. Also, many GFCI outlets may still have power, but the safety protection fail the test. All you need to do is to walk through the unit with a basic outlet tester and test every single receptacle.
Klein Tools GFCI Outlet Tester
Electrical repairs are not cheap, so you want make sure the vendor takes care of everything in one trip, instead of finding out more things to repair after the new tenant moves in.