1. Start with the dates and access
Write down the outgoing handover, the earliest authorised access and the proposed next occupation date. Confirm who holds the keys and who can approve spending. If the dates are uncertain, tell providers before booking. Leave room in the plan for issues that only become visible once the property is empty.
- Property address and parking or building restrictions.
- One authorised contact for decisions.
- Existing inventory, check-in report and relevant photographs.
- Any areas that will remain occupied or inaccessible.
2. Record the outgoing condition first
Arrange the check-out or agreed condition visit before cleaning, removal or repairs change the property. Record relevant observations and keep the earlier inventory available for comparison. Photograph the overall room and any particular issue clearly. Do not treat every sign of use as tenant damage: normal wear and tear is distinct from damage, and any deposit claim needs to be considered against the evidence and applicable rules.
3. Make one prioritised job list
Walk through room by room and separate cleaning, removal, repairs and specialist checks. Give each item an owner and an approval status. “Bathroom needs attention” is difficult to quote; a description of the affected fitting, location and visible issue is more useful. Refer suspected safety defects to the appropriate professional rather than treating an inventory as a safety certificate.
4. Clear and repair before the final clean
Confirm ownership and authority before removing belongings. Finish works likely to create dust or debris before scheduling the final clean. Make sure providers know whether water and electricity are available. If more than one visit is needed, plan the keys and access together so the next person is not waiting outside.
5. Agree the cleaning specification
List the rooms and surfaces, then identify any oven, carpet, upholstery or window work separately. A cleaner needs the condition and scope, not just the number of bedrooms. Agree how completion will be reported and raise anything outside the brief before adding work. Keep the cleaning instruction separate from decisions about tenant liability.
6. Record the property ready for handover
Once preparation is complete, arrange the next inventory or check-in record. Reconcile keys, note accessible meter readings where agreed and record anything still outstanding. The person managing the tenancy should separately check the current legal, documentation and safety requirements before occupation.
A simple way to brief the job
Send the postcode, property size, furnished status, required reports, cleaning or clearance scope and the dates you are working towards. Include a few relevant photographs rather than a long message with no priorities. PropertyReady can quote for a single visit or bring the practical changeover services together. We confirm the scope, costs and availability before booking.