Appearance
Move-Out Completion
Deep dive
The end-of-tenancy process and, in particular, the rules that decide when a move-out can be marked complete. The Portal Move-Out summary is enough for day-to-day.
Purpose: Work a leaving tenancy through everything that has to happen, and only clear it once the essentials are genuinely done.
Owner: Site teams / property management; (add the named subject-matter expert here).
At a glance
How a tenancy arrives (entry)
Move-out entries are added deliberately, never auto-gathered:
- automatically, when a renewal is marked Vacating or Do not renew, or
- manually, when staff add one (for example a resident gives notice).
Tenancies within about 60 days of their end date sit in Current; completed ones move to Historic.
The checklist
The common steps include: vacating email sent, keys and fobs returned, relet status, resident-vacated date, rent-profile toggled off, access control reset, check-out report, dilapidations email and deduction notes, deposit arranged, charges raised, and unit cleaned.
Building-specific steps are shown only where they apply, for example: Insite balance checks (Balfron Tower, Riverstone Heights), Evinox utility sign-off (The Sessile, The Gessner), parcel-locker removal (Balfron Tower, The Sessile), ANPR and storage-tracker removal (The Lansdowne), and end-of-tenancy notes (Riverstone Heights, The Sessile).
The completion rule (the important one)
A move-out cannot be cleared until the two essentials are done:
- all keys and fobs returned, and
- the deposit arranged (returned, or a Reposit claim started).
The system blocks the "clear" action until both are ticked. Clearing moves the record to Historic.
Edge cases
- Building-specific required steps also block completion where they apply (for example access-control reset at most buildings, which Balfron Tower is exempt from).
- Dilapidations can sit in a Negotiating state while deductions are agreed.
- A relet can proceed in parallel; "relet" is recorded on the move-out.