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Vacancy Termination Letter
VACANCY TERMINATION LETTER
[Date]
[Mr/Mrs/Ms/Dr] [First Name of tenant] [Last Name of tenant]
[Title of tenant]
[Company of tenant]
[Address of tenant]
[City of tenant], [State of tenant] [Zip Code of tenant]
Dear [Mr/Mrs/Ms/Dr] [Last Name of tenant]:
Moving time is always a hectic time, and you will have plenty of things on your mind now that you have given notice you are moving [Date of move]. One of those things is how to get your deposits back promptly. In your case, they amount to $ [Amount of deposit].
The management will promptly return your deposits to you so long as you leave your place "reasonably clean and undamaged." This is specified in the rental agreement. You're probably wondering, however, what "reasonably clean and undamaged" means, so we'd like to inform you how we interpret it and tell you also what you should do to get your deposits back.
"Reasonably clean" to us means as clean as you would leave your dwelling if your favorite relatives were coming to visit. To achieve that level of cleanliness, we expect you to clean the appliances, stove hood, under sinks, and cabinets, both inside and out; remove all non-adhesive shelf paper; use an appropriate cleanser on the tubs, showers, toilets, mirrors, sinks, and medicine cabinets, inside and out; dust the ceilings for cobwebs, baseboards, window sills, and closet shelving; wash the kitchen and bathroom walls and spot-clean the walls in the other rooms; wash the light fixtures and the windows inside and out; vacuum the floors; scrub the floor tile or linoleum; sweep the entry, patio, storage enclosure, and garage; remove all personal belongings, including clothes hangers and cleaning supplies; and dispose of all the trash. PLEASE DO NOT CLEAN THE DRAPERIES, SHAMPOO THE CARPETS, OR WAX THE FLOORS. We prefer to do these cleaning chores ourselves, and we will not deduct anything from your deposits for our doing them.
"Reasonably undamaged" means that items that the management has supplied should not be missing or broken, the paint on the walls should be sufficient to last for at least two years from the time that they were last painted, and there shouldn't be nay new burns, cracks, chips, or holes in the dwelling. Try to avoid scratching the walls and doorways when you move your belongings out.
You have not officially moved out until you return your keys. As long as you have the keys, you are liable for paying rent. Be sure to give the keys to the management as soon as you move out.
We will inspect your dwelling for damages and cleanliness after you move out. We will refund all deposits that are owed to you within [Grace period in days to return refund] days of the inspection.
We expect you to have entirely vacated the premises by [Date of move]. Notify the management if your moving plans change. We are making arrangements to move new tenants in after you vacate and need to know about any changes immediately.
Good luck in both your moving and your new home.
Sincerely,
[First Name of landlord] [Last Name of landlord]
[Title of landlord]