Check Out A Tenant

Newtons Team – this form is to be used to say bon voyage to one of our residential or commercial tenant at the actual property or site. This form helps communicate a clear picture of the property, its condition and other information required by the office to complete a tenant check out.

"*" indicates required fields

Step 1 of 11

Welcome to the check-out form. The check out process should take around 10-15mins depending on the condition of the property

We are looking for a report to indicate if there are repairs to be conducted if the property needs cleaning and when the property can be re let.

Click next to get started

About The Property

Is the propety a home or business HQ?*

Tenant full name*

Business name*

Address*

Street Address Address Line 2 City Postcode

Is the tenant present?*

No tenant is not here

Yes, tenant present

Date check out at property taking place*

DD slash MM slash YYYY

Date tenants moved out of property*

DD slash MM slash YYYY

Meter Readings - Business HQ

Business HQ Utilties - most of our business HQ's are supplied with their heating, electricity and water as part of their rent. If a business HQ is paying for their gas you can supply meter readings.

100% this business is paying for their own utilities, let me submit readings

Please select utility you need to submit meter readings for

Gas - this will be for a gas boiler, gas cooker or gas fire

Electricity

Water

Meter Readings - Homes

👉 We need accurate meter readings at the end of the property so readings must be collected. If the tenant is unable to supply, please inspect the meter yourself for the readings

Please ask the tenant/office for the utilites supplied to the property

Gas - this will be for a gas boiler, gas cooker or gas fire

Electricity

Water

This field is hidden when viewing the form

Gas

Who is the gas supplier for the tenant?*

Does the tenant top the meter up with a card or payment fob?*

Yes

No - they pay per month

Final gas meter Reading

Gas meter pic*

Drop files here or

Max. file size: 128 MB.

This field is hidden when viewing the form

Electricity

Electricity supplier*

Does the tenant top the meter up with a card or fob?*

Yes

No - they pay per month

Please ask where the top up card is located and if it can be left with the property keys?*

Yes - being left with property keys

Not able to supply card

Unable to located card

Final electricity meter reading*

Electricity meter pic

Drop files here or

Max. file size: 128 MB.

Final electricity meter reading (Reading 2)

Electricity meter pic (R2)

Max. file size: 128 MB.

This field is hidden when viewing the form

Water

Water supplier

Final meter readings

Water meter picture

Drop files here or

Max. file size: 128 MB.

Tenant Details

Mobile

Forwarding address for post or any deposit

Street Address Address Line 2 City County / State / Region Post code

Tenant Feedback

If tenant not present please move on to next page

Why is the tenant moving on?*

Up sizing

Down sizing

Moving out of the area

Moving in with others

Problems with the property

Fancy a change

Problems with the neighbours / neighbourhood

They would rather not say

On a scale of 1 - 5, what is the tenants overall happiness with service from Newtons?*

1 - Very happy

5 - Not very happy

On a scale of 1 - 5, how likely is the tenant to recommend Newtons as a property company?*

1 - Very likely

5 - Not very likely

Moving on to property - residential*

Moving on to property - commercial*

Inspection - Homes and Business HQs

👉During the inspection, ensure you enter every room in the property including the attic, under the stairs and cellar

👉During the inspection, it would be best if the tenant took you around the property.

Tenant Issues To Report

Please ask the tenant if there are any outstanding issues or anything they have spotted that needs fixing*

No, there is no problem from the tenant

Yes there is a problem

Yes there is more than one problem

Tenant Advised Issue #1

Please describe the issue in as much detail as possible

File

Drop files here or

Max. file size: 128 MB.

Tenant Advised Issue #2 etc

Please describe the issue in as much detail as possible

File

Drop files here or

Max. file size: 128 MB.

Interior Changes

Has the tenant made any interior changes?*

Yes

Please ask the tenant if they have made any changes to the property interior*

Yes, painted property

Yes, wall papered a wall

Yes, I have added something to the wall

Yes, other

Tenant Changes - Painted Walls

If a tenant has repainted the property, please provide details. What colour, which walls, which rooms*

File

Drop files here or

Max. file size: 128 MB.

Tenant Changes - Papered wall(s)

If a tenant has repapered the property, please provide details. What colour, which walls, which rooms*

File

Drop files here or

Max. file size: 128 MB.

Tenant Changes - Added Something To The Walls

Please provide a description of their changes*

File

Drop files here or

Max. file size: 128 MB.

Tenant Changes - Other

Please provide a description of all other changes not covered above*

File

Drop files here or

Max. file size: 128 MB.

Tenant Questions To Ask Re Interior Changes

⚠️ Regarding the changes, we ask that the property be returned to the state it was when handed over. The office will need to discuss any changes with the tenant

Please confirm with the tenant that they are in a position to return the property to the hand over condition?*

Yes

Inspection - Homes and Business HQs Cont.

Homes - Room inspection, please select rooms present

Entrance / Hall way

Front room

Kitchen

Dining room

Cellar

Stairs

Bedroom 1

Bedroom 2

Bedroom 3

Stairs 2

Attic

Bathroom

Garden

Other

HQ's - Room inspection, please select rooms present

Office Space

Other

Kitchen

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Kitchen*

Floor

Walls

Ceiling

Doors

Windows

Curtain / blinds

Electrical fittings

Light bulbs

Kitchen Room Pictures*

Drop files here or

Max. file size: 128 MB.

Cooker / oven*

Hob

Burners

Controls

Glass on doors

Inside oven

Oven racks

Cooker/oven picture*

Drop files here or

Max. file size: 128 MB.

If fridge/freezer is present:*

The fridge and freezer need to be completely empty?

Fridge/freezer is in poor condition and will be removed

Fridge/freezer not present

Fridge and freezer

Outside

Inside

Picture of fridge outside

Drop files here or

Max. file size: 128 MB.

Picture of fridge inside

Drop files here or

Max. file size: 128 MB.

Further comments

Office Space

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Office Space*

Floor

Walls

Ceiling

Doors

Windows

Curtain / blinds

Electrical fittings

Light bulbs

Are the walls clear of shelves, pictures, other items

Yes, all clear in here

Some items left, these need to be removed

Office Space Pictures*

Drop files here or

Max. file size: 128 MB.

Has any office furniture been left?

No, all clear in here

Some items, these will need to be removed

Tenant has discussed leaving usable quality office furniture in the office with Newtons

Office furniture was provided with office space

Further comments

Front Room

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Front Room*

Floor

Walls

Ceiling

Doors

Windows

Curtain / blinds

Electrical fittings

Light bulbs

Are the walls clear of shelves, pictures, other items

Yes, all clear in here

Some items, these need to be removed

Front room pictures*

Drop files here or

Max. file size: 128 MB.

Further comments

Entrance / Hallway

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Entrance / Hall Way*

Floor

Walls

Ceiling

Doors

Windows

Electrical fittings

Light bulbs

File - entrance hall picture*

Drop files here or

Max. file size: 128 MB.

Further comments

Cellar

Is the cellar space free from items, waste etc? This only includes house cellars and not communal cellars like Newtons or Cowpe View

Yes, cellar is free of tenant items

No - items will need to be removed

Communal cellar space - Newtons, Cowpe View

Picture of cellar space*

Drop files here or

Max. file size: 128 MB.

Further comments

Stairs (Ground To First Floor)

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Ground To First Floor Stairs*

Floor

Walls

Ceiling

Electrical fittings

Light bulbs

Hand rail

Picture of stair case*

Drop files here or

Max. file size: 128 MB.

Further comments

Bathroom

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Bathroom*

Floor

Walls

Is the outside space free from items, waste etc?*

Yes, clean and tidy

No, items still in garden that will need removing

If lawn is present, has it been cut and kept?*

No lawn / grass

Yes, clean and tidy

Yes, acceptable

No, over grown

No, very damaged

If hedges are present, have they been cut and kept?*

No hedges

Yes, clean and tidy

Yes, acceptable

No, over grown

No, very damaged

Pictures of outside spaces

Max. file size: 128 MB.

Further comments

Other Room Not Specified

If an additional rooms are present please inspect and report them here*

Additional rooms could be - pantry, downstairs toilet, coal store, garage

Smoke Detectors

Please ask the tenant if they can point out the smoke detectors*

Yes, present

Yes, present, alarm is hardwired to main fire alarm panel in building (usually for flats)

Non present

Smoke detectors present - please test*

Tested and working

Tested and not working - broken

Tested and not working - no battery

Smoke detectors that are hard-wired in and have a panel for the whole building will be tested separately and do not need to check on checkout-

Carbon Monoxide Detectors

Please ask the tenant if they can point out the carbon monoxide monitors*

Yes, present

Non present

Carbon monoxide detectors present - please test*

Tested and working

Tested and not working - broken

Tested and not working - no battery

Leaving The Property

The tenant should be ready to leave the property at the end of the check out so you can hold the keys

Tenant has left property and returned keys

Tenant ready to leave

Tenant not ready to hand over the keys

Tenant Not Ready To Leave - Can't Secure The Property

⚠️ If the tenant is not ready to leave the property we cannot complete a check-out. The tenant needs to exit the property and the keys handed over

Tenant Ready To Leave - Secure The Property

Windows on vent*

Please ensure the windows are locked but on vent

Utilities Top Up Card*

Please collect the top up cards to hand over with the property keys

Property keys*

Please collect the keys and ensure the property door is locked

Business HQ Keys*

Key(s) and fob (if applicable) collected

Business HQ Office Door Only*

FOR INTERNAL OFFICE DOORS ONLY - leave door open, and unlocked with Office To Let sign visible. See Example

Is there an arrangement for where the HQs property keys need to be handed in?*

Yes in the Bury office The Flat, Woodhill Street Bury, BL8 1AT

Yes, at Newtons, 151 The Rock Bury BL9 0ND

Yes, at location outside of the office

Key safe onsite

Keys left inside property

With an estate agent

Is there an arrangement for where the HOMEs property keys need to be handed in?*

Newtons, 151 The Rock Bury BL9 0ND

Key safe onsite

Keys left inside property

With an estate agent

With somone

Other

Keys being dropped at estate agents*

Farrow and Farrow, Rawtenstall

Harrisons, Bury

Duckworth Estate Agents, Accrington

Cowell Norford, Rochdale

Key Safe Onsite

If leaving keys in a key safe at the property ensure you know the code for the key safe as it is different per property

Top up cards will not fit in the key safe with the keys, these can be left in the property in a kitchen draw

Key safe / lock box code*

Picture of key safe location*

Drop files here or

Max. file size: 128 MB.

Landlord Details

Email a copy of this form to the landlord?

Yes

Landlord email select*

Landlord email*

Just Confirm Who You Are

Please provide your name so we know whose completed check out*

First Last

Check Out A Tenant

Welcome to the check-out form. The check out process should take around 10-15mins depending on the condition of the property

We are looking for a report to indicate if there are repairs to be conducted if the property needs cleaning and when the property can be re let.

Click next to get started

About The Property

Meter Readings - Business HQ

Meter Readings - Homes

👉 We need accurate meter readings at the end of the property so readings must be collected. If the tenant is unable to supply, please inspect the meter yourself for the readings

Gas

Electricity

Water

Tenant Details

Tenant Feedback

If tenant not present please move on to next page

Inspection - Homes and Business HQs

👉During the inspection, ensure you enter every room in the property including the attic, under the stairs and cellar

👉During the inspection, it would be best if the tenant took you around the property.

Tenant Issues To Report

Tenant Advised Issue #1

Tenant Advised Issue #2 etc

Interior Changes

Tenant Changes - Painted Walls

Tenant Changes - Papered wall(s)

Tenant Changes - Added Something To The Walls

Tenant Changes - Other

Tenant Questions To Ask Re Interior Changes

⚠️ Regarding the changes, we ask that the property be returned to the state it was when handed over. The office will need to discuss any changes with the tenant

Inspection - Homes and Business HQs Cont.

Kitchen

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Office Space

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Front Room

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Entrance / Hallway

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Cellar

Stairs (Ground To First Floor)

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Bathroom

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Bedroom 1

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Bedroom 2

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Bedroom 3

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Attic

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Stairs 2 (First Floor To Attic)

Key Codes: OK - No action needed. NC - needs cleaning. NP - needs painting. RP - needs replacing. NR - needs repairing. NS - needs spot cleaning. NSP - needs spot painting. SC - scratched.

Garden / Outside Spaces

Other Room Not Specified

Smoke Detectors

Smoke detectors that are hard-wired in and have a panel for the whole building will be tested separately and do not need to check on checkout-

Carbon Monoxide Detectors

Leaving The Property

Tenant Not Ready To Leave - Can't Secure The Property

⚠️ If the tenant is not ready to leave the property we cannot complete a check-out. The tenant needs to exit the property and the keys handed over

Tenant Ready To Leave - Secure The Property

Key Safe Onsite

If leaving keys in a key safe at the property ensure you know the code for the key safe as it is different per property Top up cards will not fit in the key safe with the keys, these can be left in the property in a kitchen draw

Estate Agent Locations (FYI)

Farrow and Farrow Location

Harrisons Estate Agent Location

Duckworth Estate Agent Location

Cowell Norford Estate Agent Location

Landlord Details

Just Confirm Who You Are

If leaving keys in a key safe at the property ensure you know the code for the key safe as it is different per property

Top up cards will not fit in the key safe with the keys, these can be left in the property in a kitchen draw