Practical Tips for a Pain-Free End of Contract

The golden rule is to be prepared. If the contract is for a fixed term, make a diary note straightaway of when the contract ends and another date around two months before that. Where appropriate, contact the tenant to see if they plan to leave. If the tenant is going to leave, there are some practical matters that the landlord can help trigger, which makes for a smooth ending to a tenancy:

• arranging a joint inspection of the property to agree on any damage that needs rectifying or decoration that might need undertaking. Landlords should take a checklist with them
• providing information about the cleaning required to return the property in an acceptable condition (it is often worth reminding the contract-holder of their obligations)
• advising the contract-holder about taking final utility readings and liaising with suppliers about issuing and paying final bills
• making arrangements for the handover of any keys
• arranging access for prospective tenants if applicable.

The more attention paid to ending the tenancy in an orderly manner, the less likely there will be any problems or misunderstandings about how the contract can best end. It is usually good to confirm anything agreed with the contract-holder in writing. Follow up on any issues as quickly as possible – and record them in writing.

If the contract-holder does not hand the property back in the condition required by the contract, the landlord may be entitled to make a charge against the deposit. The adjudication services operated by the deposit protection schemes rely heavily on comparisons of check-in and check-out reports. Hence, the better the quality of any check-in and check-out reports, the more likely the proposed deposit deduction will be awarded to the landlord. Make sure that all photographs are clearly labelled and dated.

Suppose the accounts for gas, electricity, water and telephone are in the tenant's name. In that case, the payment of these bills is a matter between the tenant and the supplier. The supplier cannot require the landlord to pay, except in the case of bills with most water suppliers in Wales where the landlord has failed to inform them about the tenancy and the occupants' names within 21 days from the occupation date.

An unmodified term of an occupation contract allows the contract-holder to change utility suppliers during the contract. They must notify the landlord of any changes made, allowing landlords to quickly contact the utility provider at the end of the contract.

Landlords need to pay the bills for any services used during a void period. As there are so many different suppliers, it is helpful to notify the new tenant of the name of the existing suppliers if known.

Suppose the gas or electricity company is trying to charge the landlord when they have been notified of the name of the new occupier. In that case, you can obtain information about how to proceed from Ofgem, who also provides information on how to make an energy-related complaint.