Rent Roostly

Practical guides for small landlords and DIY property managers

Author: Rent Roostly Team

  • The Rental Turnover Checklist: From Move-Out to Move-In

    The Rental Turnover Checklist: From Move-Out to Move-In

    Every vacant day costs a landlord money. A turnover, the period between one tenant moving out and the next moving in, is also your best chance to fix small problems before they become big ones. A clear checklist keeps the work organized, reduces vacancy time and helps you hand the next tenant a clean, safe home.

    This checklist is organized in the order most landlords work through a turnover. Adjust it to fit your property and local laws.

    Before the Tenant Moves Out

    Confirm the Move-Out Date in Writing

    When you receive a notice to vacate, confirm the date in writing. Check that the notice meets your lease requirements and local law.

    Send Move-Out Instructions

    A short letter or email reduces disputes over cleaning and the security deposit. Include:

    • The expected cleaning standard (“broom clean” or a specific checklist)
    • How to return keys, fobs and garage remotes
    • Utility transfer instructions
    • A request for a forwarding address for the deposit
    • An invitation to a move-out walkthrough, if you offer one

    Offer a Pre-Move-Out Inspection

    Some states require landlords to offer a pre-move-out inspection so tenants can fix problems before leaving. Even where it is not required, it can reduce deposit disputes.

    Start Marketing Early

    If your lease allows it, start advertising and showing the unit before the current tenant leaves, with proper notice for entry as required by your lease and local law.

    Move-Out Day

    Do the Move-Out Inspection

    Use the same checklist you used at move-in so you can compare conditions room by room. Take date-stamped photos and video. See our move-in and move-out inspection guide.

    Collect Keys and Access Devices

    Count every key, fob and remote against what was issued.

    Read Meters and Transfer Utilities

    Record meter readings and confirm which utilities switch to your name during the vacancy.

    Security Deposit

    Separate Wear and Tear From Damage

    Normal wear and tear, such as light scuffs, minor carpet wear or faded paint, generally cannot be charged to the tenant. Damage beyond normal use, such as holes in walls, broken fixtures or pet damage, often can be, within the limits of your state’s law.

    Meet Your State’s Deadline

    States set deadlines for returning the deposit and providing an itemized list of deductions. Missing the deadline can carry penalties. See our guide to security deposit rules.

    Cleaning

    Deep Clean Checklist

    • Kitchen: Inside and outside cabinets, appliances (including inside the oven, refrigerator and dishwasher), range hood filter, sink and faucet
    • Bathrooms: Toilet, tub or shower, grout, vanity, mirror, exhaust fan cover
    • All rooms: Baseboards, light switches, outlet covers, doors and frames, window sills and tracks, blinds, ceiling fans and light fixtures
    • Floors: Vacuum and wash hard floors; clean or replace carpets as needed
    • Closets and storage: Shelves, rods and floors

    Many landlords hire a professional cleaner for consistency. Keep receipts if any costs will be deducted from the deposit.

    Repairs and Refresh

    Paint and Patch

    Patch nail holes and touch up or repaint walls. Using a consistent paint color and sheen across units makes touch-ups faster and cheaper. Keep a record of the color names.

    Flooring

    Repair or replace damaged flooring. Durable options like luxury vinyl plank can reduce future turnover costs.

    Fixtures and Hardware

    • Replace burned-out bulbs
    • Tighten or replace loose door handles, cabinet pulls and towel bars
    • Repair or replace torn screens and broken blinds
    • Fix dripping faucets and running toilets

    Appliances

    Test every appliance: stove burners and oven, refrigerator and freezer temperature, dishwasher, washer and dryer, microwave and garbage disposal.

    Safety and Systems Check

    This is the most important part of the checklist.

    • Smoke alarms: Test every alarm and replace batteries or units as needed, following local code.
    • Carbon monoxide alarms: Test and replace as needed where required.
    • Fire extinguisher: Check the gauge and expiration if one is provided.
    • Locks: Rekey or replace locks on all exterior doors.
    • HVAC: Replace the filter and check that heating and cooling work.
    • Water heater: Look for leaks or corrosion and check the temperature setting.
    • Plumbing: Check under sinks for leaks and confirm drains flow freely.
    • Electrical: Test outlets and GFCI outlets in kitchens, bathrooms and other required areas.
    • Windows and doors: Confirm they open, close and lock properly.
    • Stairs and railings: Check for loose railings or trip hazards.

    Pest Inspection

    Look for signs of pests and treat if necessary before the next tenant moves in.

    Lead and Other Disclosures

    If the home was built before 1978, federal law requires a lead-based paint disclosure and the EPA pamphlet for new tenants. Check for any other state or local disclosure requirements.

    Exterior and Common Areas

    • Mow, weed and tidy landscaping
    • Clean gutters if needed
    • Check the exterior lights
    • Clean the entryway, mailbox and any assigned parking or storage area

    Prepare the Listing

    Take New Photos

    Photograph the unit after cleaning and repairs, in good daylight. Bright, clear photos help your listing stand out.

    Set the Rent

    Review comparable rentals and your costs before choosing a price. See our guide to setting the rent price.

    Write the Listing

    Describe the property, its features and the location. Include your rental criteria or a link to them. Avoid language that describes an ideal tenant rather than the property.

    Move-In Day

    • Sign the lease and collect the first month’s rent and security deposit by your preferred method.
    • Complete a move-in inspection with the new tenant and have them sign it.
    • Hand over keys and record which keys were issued.
    • Share a welcome packet with emergency contacts, how to request maintenance, rent payment instructions, trash schedules and utility information.

    Track Your Turnover

    Keep a simple log of each turnover: dates, costs, vendors, time vacant and items replaced. Over time you will see where you can save time and money.

    Frequently Asked Questions

    How long should a rental turnover take?

    It depends on the condition of the unit and the work needed. Light turnovers may take only a few days, while major repairs take longer. Planning before move-out helps shorten the gap.

    Should I rekey locks between every tenant?

    Rekeying between tenants is a common and recommended security practice, and some jurisdictions require it. It is usually inexpensive compared with the risk of a former tenant keeping a key.

    Can I charge the tenant for cleaning?

    You can usually deduct reasonable cleaning costs if the unit was left dirtier than it was at move-in, beyond normal wear and tear, depending on your state’s law and your lease.

    What is the most overlooked turnover item?

    Safety items such as smoke and carbon monoxide alarm testing are easy to forget in the rush to clean and paint. Put them at the top of your list.

    Should I repaint every turnover?

    Not necessarily. Many landlords touch up between tenants and repaint fully every few turnovers, depending on condition.

    The Bottom Line

    A good turnover checklist protects your income, your property and your next tenant. Communicate clearly before move-out, document condition carefully, return deposits on time, clean thoroughly, handle safety checks first and get your listing ready early. Each turnover will get faster as your checklist improves.

    This article is general information, not legal advice. Check your state and local laws.

    Editorial note: Rent Roostly is independent and reader-supported. This guide is based on research into manufacturer documentation, published specifications and widely accepted best practices; we have not been paid to mention any product. If we add affiliate links in the future, they will be clearly disclosed per our Affiliate Disclosure.

  • Best Property Management Software for Small Landlords

    Best Property Management Software for Small Landlords

    When you own one to ten rental units, you probably do not need enterprise software built for management companies with thousands of doors. But you also do not want to juggle spreadsheets, paper applications, payment apps and text messages forever.

    Property management software built for small landlords can bring listings, applications, screening, leases, rent collection, maintenance requests and bookkeeping into one place. This guide explains what to look for and compares popular options based on how each company describes its features. Features and pricing change often, so confirm current details directly with each provider.

    What Small Landlords Usually Need

    Before comparing platforms, decide which of these features matter to you:

    • Listing syndication: Post your vacancy to multiple rental websites at once.
    • Online applications and tenant screening: Credit, criminal and eviction reports, usually paid by the applicant.
    • Lease creation and e-signatures: State-specific lease templates are a plus.
    • Online rent collection: ACH bank transfers, cards, automatic payments and late fee automation.
    • Maintenance requests: Tenants submit issues with photos, and you track them.
    • Accounting and reporting: Income and expense tracking, receipts and tax-time reports.
    • Tenant communication: Messaging and notices in one place.

    Most landlords find that rent collection and screening are the features they use most, while accounting becomes important at tax time.

    Popular Options for Small Landlords

    TurboTenant

    TurboTenant is built for independent landlords and is known for a free core plan that covers listings, applications, screening (paid by applicants) and rent collection, with a paid premium plan that adds features such as additional lease tools and faster payouts.

    • Good fit for: Landlords with a few units who want an all-in-one tool with a free starting point.
    • Consider: Some features and faster payments may require the paid tier.

    Avail

    Avail, owned by Realtor.com, offers listings, screening, state-specific lease templates, rent collection and maintenance tracking for small landlords. It has offered both free and paid plans.

    • Good fit for: DIY landlords who want guidance and state-specific lease documents.
    • Consider: Compare which lease and payment features are in each plan.

    RentRedi

    RentRedi is a mobile-first platform covering listings, applications, screening, rent collection, maintenance and tenant communication, with a strong focus on its app for landlords and tenants.

    • Good fit for: Landlords who manage from their phones.
    • Consider: It is a subscription service; check which features are included.

    Baselane

    Baselane combines landlord-focused banking with bookkeeping, rent collection and reporting. It is designed to help landlords separate property finances and automatically categorize income and expenses.

    • Good fit for: Landlords who want banking and bookkeeping tightly integrated.
    • Consider: Fits best if you are willing to move rental banking to its platform.

    Stessa

    Stessa, from Roofstock, focuses on financial tracking and reporting for rental property investors, including income and expense tracking, receipt storage and tax-ready reports. It also offers rent collection and banking features.

    • Good fit for: Investors who prioritize accounting and portfolio performance.
    • Consider: Less focused on leasing and tenant screening workflows than some competitors.

    Innago

    Innago offers tenant screening, leases, rent collection, maintenance requests and communication tools aimed at small to mid-sized landlords, with a reputation for a simple pricing model.

    • Good fit for: Landlords who want a straightforward all-in-one tool.
    • Consider: Compare its reporting tools with your bookkeeping needs.

    Rentec Direct

    Rentec Direct offers property management and accounting software for both independent landlords and property managers, with a focus on detailed accounting and support.

    • Good fit for: Landlords who want deeper accounting features as they grow.
    • Consider: A paid service that may offer more than a one-unit landlord needs.

    Buildium and AppFolio

    Buildium and AppFolio are full-featured platforms widely used by professional property management companies. They offer extensive accounting, owner portals and integrations.

    • Good fit for: Landlords growing into larger portfolios or professional management.
    • Consider: Generally more than most landlords with a handful of units need, and AppFolio is designed for larger portfolios.

    Comparison at a Glance

    Platform Main strength Typical fit
    TurboTenant Free core tools, all-in-one 1–10 units
    Avail State-specific leases, guidance 1–10 units
    RentRedi Mobile-first management 1–20 units
    Baselane Banking plus bookkeeping Investors focused on finances
    Stessa Accounting and reporting Investors tracking performance
    Innago Simple all-in-one Small to mid portfolios
    Rentec Direct Detailed accounting Growing portfolios
    Buildium / AppFolio Full professional suite Larger portfolios, managers

    How to Choose

    Step 1: List Your Must-Haves

    If you mostly need rent collection and screening, a free or low-cost all-in-one tool may be enough. If bookkeeping is your headache, prioritize accounting features.

    Step 2: Check Fees, Not Just Plan Prices

    Look at who pays for screening, ACH and card payment fees, and how long rent takes to reach your account. Some platforms let you pass fees to tenants; check whether that is allowed in your state.

    Step 3: Test the Tenant Experience

    Ask a friend to go through the application or payment process. A confusing tenant portal leads to support headaches.

    Step 4: Check Compliance Tools

    Look for FCRA-compliant screening, adverse action support and state-specific lease templates. These still need review against your local laws, but they are a helpful starting point. See our guide to screening tenants legally.

    Step 5: Think About Growth

    If you plan to add units, choose a platform that can grow with you, and confirm that you can export your data if you switch.

    Tips for Getting Started

    • Start with one property and move others once you are comfortable.
    • Set up autopay and encourage tenants to use it. See our guide to collecting rent online.
    • Connect a separate bank account used only for rental income and expenses.
    • Upload your leases and inspection reports so everything is in one place.

    Frequently Asked Questions

    Is free property management software really free?

    Many free plans cover core features and make money through fees paid by tenants or applicants, or through paid upgrades. Read the fee schedule carefully.

    Do I need property management software for one rental?

    Not necessarily, but even one-unit landlords often benefit from online rent collection, digital records and screening tools.

    Can these tools replace an attorney?

    No. Lease templates and compliance tools are helpful, but they do not replace legal advice for your specific situation and location.

    Which software is best for accounting?

    Platforms like Stessa, Baselane and Rentec Direct emphasize financial tracking. Many landlords also use general accounting software alongside a property management tool.

    Can I switch software later?

    Yes, though it takes some work. Check that the platform lets you export tenant data, payment history and documents before you commit.

    The Bottom Line

    The best property management software for a small landlord is the one that covers your most time-consuming tasks at a reasonable cost. Start with your must-haves, read the fee schedule, test the tenant experience and choose a platform that can grow with you. Begin with a free plan or trial before paying for features you might not use.

    Features, plans and pricing change frequently. Confirm current details with each provider. This article is general information, not legal or financial advice.

    Editorial note: Rent Roostly is independent and reader-supported. This guide is based on research into manufacturer documentation, published specifications and widely accepted best practices; we have not been paid to mention any product. If we add affiliate links in the future, they will be clearly disclosed per our Affiliate Disclosure.

  • How to Screen Tenants Legally: A Step-by-Step Process for Small Landlords

    How to Screen Tenants Legally: A Step-by-Step Process for Small Landlords

    Choosing the right tenant is the single most important decision a small landlord makes. A good tenant pays on time, takes care of the home and stays for years. A bad fit can mean months of lost rent, repairs and stress.

    But screening is also where landlords most often get into legal trouble. Fair housing laws, consumer reporting rules and local ordinances all shape what you can ask, how you decide and what you must tell applicants you turn down. This guide walks through a consistent screening process designed to help you choose well and treat every applicant fairly.

    Important: This article is general information, not legal advice. Landlord-tenant and fair housing laws vary by state, county and city. Check your local rules or talk to a qualified attorney before finalizing your screening policy.

    Know the Fair Housing Basics First

    The federal Fair Housing Act prohibits discrimination in housing based on:

    • Race
    • Color
    • Religion
    • Sex (which HUD interprets to include sexual orientation and gender identity)
    • National origin
    • Familial status (families with children under 18, pregnant people)
    • Disability

    Many states and cities add more protected classes, such as source of income (including housing vouchers), age, marital status, military status or criminal history in some situations. Some small owner-occupied buildings have limited exemptions under federal law, but state and local laws may still apply, and advertising rules apply broadly. Do not assume you are exempt without checking.

    Practical Fair Housing Rules for Screening

    • Apply the same criteria to every applicant. Consistency is your best protection.
    • Never ask about protected characteristics, such as whether someone plans to have children, their religion or where they are from.
    • Provide reasonable accommodations for applicants with disabilities, such as allowing assistance animals in a no-pet property, as required by law.
    • Be careful with advertising language. Describe the property, not the ideal tenant. “Two-bedroom near the park” is fine; “perfect for a young professional” is not.

    Step 1: Write Down Your Screening Criteria

    Before you advertise, create a written tenant selection policy. It should state the minimum requirements every applicant must meet and how you will evaluate applications. Common criteria include:

    • Income: A required ratio of gross income to rent. Many landlords use a multiple of the monthly rent, but check whether your state or city restricts income requirements, especially for voucher holders.
    • Credit history: What you will look for, such as unpaid rental debt or recent evictions, rather than a single score cutoff with no context.
    • Rental history: Positive references from previous landlords and no recent evictions for nonpayment, where legally permitted to consider.
    • Criminal history: If you consider it at all, a narrow, specific policy that complies with federal guidance and local law (see below).
    • Occupancy limits: Based on local codes and reasonable standards, not on family makeup.
    • Pets: Your pet policy, noting that assistance animals are not pets.
    • First-come, first-served: Many landlords process complete applications in the order received and approve the first qualified applicant. Some cities require this.

    Share the criteria with every applicant before they apply. Many landlords include them with the listing or application.

    Step 2: Use a Consistent Rental Application

    Your application should collect the information you need to apply your criteria:

    • Full legal name and contact information
    • Current and previous addresses with landlord contact details
    • Employment and income information
    • Consent to run credit and background checks
    • Number of occupants
    • Pets
    • Signature and date

    Use the same application for everyone. Many property management software platforms provide online applications and screening reports, which helps keep the process consistent.

    Application Fees

    Some states and cities cap application fees, require that fees reflect actual screening costs, or require refunds in certain situations. A few prohibit them. Check local rules before charging.

    Step 3: Verify Identity and Income

    • Identity: Confirm the applicant’s identity with a government-issued photo ID.
    • Income: Ask for recent pay stubs, an offer letter, bank statements or tax documents for self-employed applicants. Count all lawful income sources equally if your jurisdiction protects source of income.
    • Employment: Call the employer using a phone number you find independently, not just the number on the application.

    Step 4: Run Credit and Background Checks

    Use a reputable tenant screening service that complies with the Fair Credit Reporting Act (FCRA). You will need the applicant’s written consent.

    What to Look For

    • Payment patterns, especially past-due rent or utility debts
    • Collections and judgments related to housing
    • Eviction records, keeping in mind that some jurisdictions limit how far back you can look or whether you can consider sealed cases

    Many landlords consider context rather than relying solely on a credit score. Medical debt or student loans, for example, may say little about how someone pays rent.

    Criminal History

    HUD has issued guidance explaining that blanket bans on applicants with any criminal record can violate the Fair Housing Act because they may have a discriminatory effect. Arrests without convictions generally should not be used. If you consider convictions, policies should be narrowly tailored, consider the nature, severity and age of the offense, and allow for individualized assessment. Several cities and states have “fair chance” housing laws that restrict or delay criminal background checks. Check your local laws carefully.

    Step 5: Check Rental References

    Contact at least one or two previous landlords, not just the current one, who might give a glowing reference to get a problem tenant to leave. Ask factual questions:

    • Did the tenant pay rent on time?
    • Did they give proper notice before moving?
    • Were there any lease violations?
    • Would you rent to them again?

    Write down the answers for every applicant.

    Step 6: Make and Document Your Decision

    Compare each applicant to your written criteria, not to each other’s personalities. Keep a record of:

    • When each application was received
    • Which criteria were met or not met
    • The reason for approval or denial

    Keep screening records for a reasonable period. Records protect you if your decision is ever questioned.

    Step 7: Send an Adverse Action Notice When Required

    Under the FCRA, if you deny an application, require a higher deposit, require a co-signer or charge higher rent based in whole or in part on information in a consumer report, you must give the applicant an adverse action notice. It must include:

    • The name, address and phone number of the screening company that provided the report
    • A statement that the screening company did not make the decision and cannot explain why it was made
    • The applicant’s right to obtain a free copy of the report within 60 days and to dispute inaccurate information

    Many screening services provide adverse action templates. Some states have additional notice requirements.

    Common Screening Mistakes

    • Making exceptions for some applicants but not others.
    • Asking questions that reveal protected characteristics.
    • Using a blanket criminal history ban.
    • Skipping identity verification, which increases fraud risk.
    • Relying on gut feeling instead of documented criteria.
    • Ignoring local laws on fees, income requirements or source of income.

    Frequently Asked Questions

    Can I refuse to rent to someone with a housing voucher?

    It depends on where your property is. Many states and cities prohibit discrimination based on source of income, which includes housing choice vouchers. Check your state and local laws.

    Can I require a minimum credit score?

    Many landlords do, but a strict cutoff without context can screen out good tenants and, in some cases, raise fair housing concerns. Consider looking at rent-related payment history rather than a single number.

    How long should screening take?

    Many landlords aim to make a decision within a few days of receiving a complete application. Moving promptly helps you avoid losing good applicants and reduces vacancy time.

    Do I need to screen co-signers?

    If you allow co-signers or guarantors, screen them with consistent criteria, including income and credit, and get their written consent.

    Can I deny someone because they have children?

    No. Familial status is a protected class under the federal Fair Housing Act. You can enforce reasonable occupancy limits based on local codes, but you cannot refuse to rent to families with children.

    The Bottom Line

    Good tenant screening is consistent, documented and fair. Write your criteria before you advertise, use the same application for everyone, verify identity and income, run FCRA-compliant checks, call past landlords and document every decision. When in doubt about your state or city’s rules, talk to a local landlord-tenant attorney or your local fair housing agency.

    This article is general information, not legal advice.

    Editorial note: Rent Roostly is independent and reader-supported. This guide is based on research into manufacturer documentation, published specifications and widely accepted best practices; we have not been paid to mention any product. If we add affiliate links in the future, they will be clearly disclosed per our Affiliate Disclosure.