Proactive property management during student tenancy checkouts can reduce potential complications and ensure a smoother checkout process for both property managers and tenants.
By implementing a few steps in the lead-up to the end of term, property managers can gain valuable insights into the condition of units, foster clearer communication with students, and streamline the often-sensitive issue of deposit returns. This approach not only safeguards the property's condition but also promotes a more positive and transparent relationship with departing tenants, many of which will be departing their first ever tenancy.
Arranging a quick visit to each property before students begin to check out could save the property manager from bigger complications further down the line. Scheduling in even five minutes for each property gives reassurance there are no issues, or the opportunity to spot any disrepair or difficulties earlier in the process. This way, there is more time to solve any problems before the tenants check out.
Issues could include identifying anything that needs cleaning, fixing or replacing before the students move out. It can be done as close to a month before the end of the term.
This thorough inspection should include taking photos and noting down any discrepancies between the current condition of the property and the initial inventory.
A third party specialist is often a good choice to conduct student checkout inventories. Not only is it more credible, but it’s helpful in alleviating any tension between the property manager and their tenants. This is because it's an independent, impartial person completing the inventories, rather than the person tenants have been conversing with for their full tenancy.
It is notoriously difficult to get those in Houses of Multiple Occupation (HMOs) all together at the same time. Communication is key when it comes to figuring out a date for all of them to meet the clerk, who will check them out.
They should be reminded of their checkout date and asked if they would like someone or all tenants present to meet the clerk for returning keys and leaving the property. A time should be agreed well in advance, so they know what and when to expect from this process.
For many students, it will be their first experience of renting. They may not understand the process of deposits, which is why it’s essential to explain why and how much will be deducted from their deposit based on the inspection findings (if any).
Receipts should be provided where applicable as clear documentation is needed for any deductions. For example, repair invoices or estimates may be needed to support any decisions made on this.
Ensure that any actions taken are enforced by local regulations regarding student accommodation, such as safety standards. Deposits, particularly, must be handled properly, making sure any payment options and gateways comply with charge requirements and protect tenant privacy.
By prioritising proactive property visits, engaging independent inventory specialists, and clearly explaining deposit procedures, property managers can significantly enhance the student checkout experience. These measures will facilitate a more efficient process and is ultimately an investment in effective property management and positive tenant relations.
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