Revamped Moving Out Letter Now Available to Members

A newly updated rental form, our moving out letter, is now available to members on our forms page in the Moving Out section.

Your renter is moving out. How do you want the keys returned? Our moving out letter rental form addresses this, along with other end of tenancy housekeeping tasks. (Image License: CC BY-SA 4.0 MassLandlords, Inc.)

This is the first update to the moving out letter since 2014. Version 6.3 is a total overhaul from the previous letter. It has been completely restructured for maximum readability and understanding.

The letter addresses several important end-of-tenancy requirements. It should be given to residents in advance of their move-out date.

Updates Reflect Changes to Massachusetts Rental Law

When you know a renter is planning to move out, you may want to show the apartment before it becomes vacant. Our moving out letter includes details on how much notice you will provide before accessing the unit. We used to tell landlords to give 24 hours’ notice. Changes to 105 CMR 410, the state sanitary code, now require landlords to give 48 hours’ notice before accessing the unit except in emergencies. Version 6.3 of the moving out letter reflects this update.

Moving Out Letter Clarifies Key Return, Deposit Information

There are several things that need to happen when a long-term renter moves out. Our moving out letter includes a section where you can tell your renters how you would prefer to have them return their keys, to avoid miscommunication and lost items.

It also allows you to address how the last month’s rent will be handled, with different options depending on whether it was collected at the start of the tenancy. Similarly, the form has a section for the security deposit, including a basic overview of when the renter can expect to have their deposit returned.

Renters will also receive information about utility shutoff and mail forwarding, two essential moving tasks that are often forgotten until the last minute.

Moving Out Best Practices Highlighted

Finally, the letter encourages renters to follow best practices for moving out to ensure turnover happens efficiently and in a positive manner. This includes suggestions on how to clean the rental unit to minimize inspection time after move-out, which can delay security deposit return.

The tone of the letter is businesslike but friendly, allowing you to keep the lines of communication open all the way through move-out.

These forms are available for immediate download, free of charge for all members in good standing. Lapsed members can renew their membership online.