End of Tenancy Management – Practical Guidance for New Landlords

End of Tenancy Management – Practical Guidance for New Landlords

For many landlords, the end of a tenancy can feel like a single event that only becomes relevant once a tenant gives notice or moves out. In reality, successful end of tenancy outcomes are shaped by the decisions made long before this point.

At Iles & Jenkin, we view end of tenancy management as a continuous process that runs throughout the entire lifecycle of a tenancy. When this process is managed correctly, landlords experience fewer disputes, shorter void periods, and smoother transitions between tenants.

This guide is designed to help new landlords understand what really influences a successful end of tenancy and how we work to protect your investment at every stage.

Start with the Right Foundations

The condition and presentation of your property at the outset has a direct impact on how it is returned at the end.

While the current demand for rental homes means most properties will attract interest, well-presented and well-maintained homes attract better quality applicants. In turn, these tenants are more likely to respect the property, pay rent on time, and remain long term.

Poorly presented properties are statistically more likely to experience:

• Higher tenant turnover

• Greater levels of neglect or damage

• Disputes over what constitutes fair wear and tear

For this reason, we work with new landlords to ensure their property meets a suitable standard before marketing and advise on any improvements that may reduce risk later.

Ongoing Inspections Prevent End of Tenancy Surprises

Although a tenant may not move out for many months or years, issues that arise during a tenancy often surface at checkout.

We recommend structured mid-tenancy inspections, typically every three to six months, which allow us to:

• Check the property is being looked after

• Confirm reported repairs have been completed correctly

• Identify maintenance issues early

• Update inventory records where changes have occurred

Accurate records and regular monitoring significantly reduce the chance of disputes at the end of the tenancy.

Planning Ahead When a Fixed Term Approaches

As the end of a fixed term approaches, it is important to consider your objectives as a landlord:

• Do you wish to renew with the existing tenant?

• Is a rent review appropriate?

• Would you prefer the tenancy to become periodic?

• Are you considering selling or moving back into the property?

We diarise these milestones and discuss options with you in good time, ensuring no deadlines are missed and that you retain control of the direction of the tenancy.

Ensuring Notices and Documentation Are Correct

If a tenancy is to be brought to an end, it is vital that any notice served is valid.

This relies on key compliance steps having been completed at the start of the tenancy, including:

• Deposit protection and prescribed information

• Gas Safety Certificate

• EPC

• How to Rent Guide

Where issues are identified, we address them promptly so that your position remains protected.

Preparing for Vacating

Once notice has been served by either party, preparation begins.

We:

• Issue clear end of tenancy guidance to both landlord and tenant

• Book an inventory checkout in advance

• Manage expectations around cleaning, repairs, and timescales

Tenants are reminded of their responsibility to return the property in good order, allowing sufficient time to clean and remove belongings.

Where appropriate, we may also carry out a pre-checkout visit to highlight any concerns early and reduce the risk of unexpected deductions later.

Moving Out and Inventory Checkout

The checkout inspection compares the condition of the property against the original inventory.

Any differences are documented, and where necessary, further analysis is carried out to determine whether issues relate to fair wear and tear or tenant responsibility.

If deductions are proposed, these are:

• Clearly itemised

• Supported with evidence and photographs

• Aligned with tenancy agreement terms

We aim to progress deposit returns promptly and in line with deposit scheme requirements.

Balancing the Interests of Landlord and Tenant

Occasionally, expectations differ.

Some landlords may expect a property to be returned in better condition than when it was first let, while tenants may underestimate their responsibilities.

We provide balanced, evidence-based advice and refer to deposit scheme guidance to avoid claims for “betterment” (new for old), helping achieve fair and realistic outcomes.

Getting the Property Ready for the Next Tenant

Following checkout, we move quickly to:

• Arrange cleaning and any necessary repairs

• Confirm compliance documentation remains valid

• Update marketing details where required

Minimising void periods protects your rental income and ensures the property is safe, compliant, and attractive to the next tenant.

A Continuous Improvement Approach

Once the tenancy cycle completes, we review feedback from both landlord and tenant. This helps us refine processes and further improve the service we provide.

In Summary

End of tenancy success does not start when a tenant gives notice. It starts at the very beginning of the tenancy and is shaped by ongoing management, communication, and planning.

By working with Iles & Jenkin, new landlords benefit from a structured, proactive approach that reduces risk, protects deposits, and supports long-term, profitable lettings.

If you would like to discuss how we manage tenancies from start to finish, or are considering letting your first property, our team would be happy to help.