From Move-Out to Move-In: A Simple Make-Ready Process That Cuts Days Vacant
You don’t need a warehouse of supplies or a big crew to shave a week off your turn time. What you need is a repeatable apartment make-ready process that your team follows the same way, every time. Tight checklists, smart sequencing, and a few “always-on” habits can convert dead time into leased time without burning out maintenance.
Key Takeaways
Standardize the sequence: safety check → scope → parts → clean → quality control → list.
Treat parts and photos like a relay baton—have them ready before techs arrive.
Use one-page scopes and a single source of truth so no one waits for answers.
Measure the three numbers that matter: days vacant to lease-ready, first-pass completion rate, and rework rate.
Build small buffers where delays always happen (vendor scheduling, materials, approvals).
The 6-Stage Apartment Make-Ready Process (and How to Run It Fast)
Most teams do the right tasks—but in the wrong order or with gaps between handoffs. The goal is to eliminate drift. Below is a stripped-down sequence that works for studio to two-bedroom units, whether the property is vintage or recently renovated.
1) Safety & Access: 15 Minutes That Avoid 3-Hour Detours
Start the moment keys are turned in. Confirm power and water status, replace door hardware if needed, and tag any hazards. If an appliance or HVAC unit needs servicing, place a visible “do not energize” tag and verify that everything is de-energized before work begins in line with OSHA’s control of hazardous energy standard (lockout/tagout). This keeps techs safe and prevents surprise shutdowns later in the day.
2) Scope in One Pass (with Photos)
Walk the unit with a standard checklist. Document walls, flooring, lighting, windows, doors, kitchen, bath, and mechanicals. Take photos—wide shots plus close-ups—so nothing is “remembered” incorrectly. Set a hard deadline to publish a one-page scope (materials + tasks) to your team channel or work-order system. If you manage multiple buildings near Downtown or West University, keep common SKUs for paint, bulbs, faucet cartridges, and air filters. Consistency trims shopping time and guesswork.
Internal link recommendation: If your turn calendar is tight and you want to keep leasing momentum, it’s useful to point renters to open inventory while work finishes. Consider linking from relevant blog posts to current availabilities so prospects can track units as they come online and apply quickly.
3) Parts & Prep: Stage Before You Start
Before a tech touches a tool, pull every part listed on the scope. Bag small parts by room. Stage paint and patch tools, filters, P-traps, supply lines, smoke/CO batteries, outlet/switch plates, bulbs, and screen repair kits. If the building predates 1978 and you’ll disturb painted surfaces, confirm whether the work triggers the EPA’s requirements under the Lead Renovation, Repair and Painting (RRP) Rule. When RRP applies, use lead-safe work practices and keep records as outlined by EPA’s work-practice guidance.
4) Repairs in a “Z” Pattern
Work in a predictable “Z” pattern: entry → living → kitchen → bath → bedrooms → balcony/patio. Knock out hard fixes first (leaks, electrical issues, window/door function) so surfaces are ready for patch/paint the same day. Replace anything that costs more in callbacks than it saves in salvage: warped blinds, crumbling caulk, wobbly towel bars, and mystery bulbs. Quick wins compound.
Internal link recommendation: If the unit sits in a West University property and you want to guide renters towards nearby options while you finish, reference the neighborhood hub and properties like L6 Apartments when you publish neighborhood-focused guides. It helps prospects visualize what’s about to open and where.
5) Clean Methodically, Not Twice
Clean from high to low, dry to wet, and back-to-front so you don’t re-soil surfaces. In most situations, regular cleaning with soap or detergent is sufficient; follow authoritative hygiene guidance for facilities and homes from the Centers for Disease Control and Prevention (CDC facility guidance; related home guidance on cleaning vs. disinfecting is also available). Reserve disinfectants for the situations that call for them, and always read labels for contact time.
6) Quality Control & Listing—Same Day
Treat quality control like a mini-inspection: lights on, water running, doors/windows tested, appliances cycled, HVAC filter replaced, smoke/CO devices checked. Take five fresh photos after cleaning, then publish the listing the same day to your site and syndication channels. The clock stops when the unit is lease-ready, not when it’s perfect. Final touch-ups can happen during showing windows or between applications.
Internal link recommendation: When publishing the listing, steer prospects toward the neighborhood page that fits their lifestyle—Downtown, West University, or Midtown. For example, renters who want central access and varied floor plans may start with Midtown Tucson apartments and then jump to individual property pages from there.
What To Put on Your Make-Ready Checklist (The Essentials That Save Time)
A checklist isn’t busywork—it’s a shared memory. Your version can be one page and still cover 95% of turns. Here’s a compact structure you can adapt.
Core Mechanical & Life-Safety
Power/Water/Gas status verified; meter numbers noted if needed.
Smoke/CO alarms tested and batteries replaced.
HVAC filter swapped; thermostat verified.
Plumbing: no leaks at traps/supplies; good flush/fill; shower diverter seals; water heater pilot/operation.
Electrical: outlets/switches secure; GFCI test; cover plates intact.
Windows/Doors: latch and close properly; screens present; weatherstripping intact.
Surfaces & Fixtures
Walls/Ceilings/Trim: patch nail holes; sand; paint touch-ups.
Cabinetry: hinges tighten; slides lube; handles secure.
Counters/Tile/Grout: re-caulk where needed; seal stone if applicable.
Appliances: oven cycle; range hood fan/light; dishwasher fill/drain; fridge temp set; laundry where applicable.
Bath: caulk tub/shower surround; replace wax ring if indicated; verify fan draw.
Final Clean & Photo Set
High-to-low clean: fixtures → counters → floors; glass last.
Odor neutralization (not perfume)
Photos: living, kitchen, bath, bedroom(s), outdoor area, and key amenities.
Tip: If you manage vintage buildings, add a small “historic quirks” box (original windows, unique hardware) so maintenance captures items that matter to your resident experience.
Safety and Compliance Guardrails That Prevent Costly Delays
Two issues derail turns more than any others: unsafe work on energized equipment and disturbing old paint without the right controls. Both create rework, citations, and extra days vacant.
Lockout/Tagout (LOTO). Servicing equipment that could start unexpectedly (e.g., garbage disposals, HVAC air handlers, commercial laundry) requires energy isolation and verification. The OSHA 1910.147 standard spells out employer responsibilities for procedures, devices, and training. Even in small buildings, having a basic LOTO kit and a written procedure reduces injuries and unplanned downtime.
Lead-Safe Work Practices. For housing built before 1978, the EPA’s RRP Rule applies to paid work that disturbs painted surfaces. EPA’s work-practice guidance details containment, dust control, cleaning verification, and recordkeeping—follow it whenever sanding, cutting, or replacing windows/doors in older units. Building this check into your scope step prevents mid-turn stoppages.
Cleaning Strategy (When to Disinfect). Overusing disinfectants slows teams and isn’t always necessary. The CDC’s facility guidance confirms that routine cleaning is generally sufficient; disinfect when conditions warrant and follow label directions for contact time and ventilation. Use this standard so cleaners don’t re-wipe surfaces twice and delay photos or showings.
Scheduling: The 48-Hour Turn Template
You can compress most turns into two business days if you front-load the scope and parts.
Day 0 (Move-Out Day)
Collect keys, do safety check, walk the scope with photos.
Publish scope by noon; pull parts by end of day.
If paint is major, stage containment and schedule a painter for Day 1 AM.
Day 1 (Repairs + Prep)
9:00–12:00: Mechanical fixes and carpentry in the “Z” pattern.
1:00–3:00: Patching, caulking, spot painting.
3:00–4:00: Appliance cycles, faucet/aerator cleanouts, final parts run.
Day 2 (Clean + QC + List)
9:00–12:00: Top-to-bottom clean; bag trash; change filters and batteries.
12:00–1:00: QC walk; fix punch items immediately.
1:00–2:00: Photos; publish the listing to your site and feeder channels.
If something slips (e.g., vendor delay), have a Plan B unit staged so your crew doesn’t go idle—keep a shared calendar that always shows “next best” turns by readiness.
Small Upgrades That Pay for Themselves in Faster Turns
You don’t need to renovate to gain a week across a quarter. A few durable swaps permanently lower your turn time.
Universal bulbs and plates. Stock the same LED color temp (2700K or 3000K) and a single style of outlet/switch plate. Your techs move faster and your units look consistent in photos.
Silicone where it matters. Replace tired tub or sink caulk with mold-resistant silicone; it cleans better between residents and reduces re-caulk work next time.
“No-paint” touch-up system. For minor scuffs, use magic erasers or touch-up pens labeled by wall color. Save full paint for when it’s truly needed.
Hardware kits by room. Keep bagged sets for bath and kitchen (screws, anchors, clips). The cost is tiny relative to trips back to the shop.
Filters on a fixed cadence. Filters get swapped at every turn and mid-lease at a fixed month; you’ll cut HVAC calls and dust on show days.
What to Measure (So You Actually Get Faster)
If you don’t track it, it won’t improve. Keep the metrics simple and visible.
Days Vacant to Lease-Ready (DVLR). From key return to listing published. This is your north star.
First-Pass Completion Rate. The share of units that pass QC without rework. If this dips, your scope quality likely slipped.
Rework Rate. Items found after listing that require a second visit (leaky P-trap, bad GFCI). This catches quality issues your QC missed.
Parts Lead Time. Count how often parts delay turns; if it’s frequent, add SKUs to your standard kit.
Hold a 15-minute stand-up each Monday, glance at the dashboard, and pick one bottleneck to “remove” that week (missing SKUs, painter scheduling, approval lag).
Examples: How This Looks in Two Very Different Units
Case A: Studio Near Campus
Scope: repaint accent wall; replace kitchen faucet cartridge; reglaze tub; new GFCI; blinds in living area.
Sequence: safety check (power/water), faucet cartridge, GFCI swap, blinds, patch/paint accent, tub reglaze, clean, QC, photos.
Result: listed end of Day 2. The key was staging faucet and GFCI before the tech arrived and booking the tub vendor during the scope walk.
Case B: Mid-Century One-Bedroom, Midtown
Scope: window rollers and screens; door strike plate; cabinet hinge alignment; caulk vanity; touch-up trim; deep clean.
Sequence: window function first, doors and hardware, cabinet alignment, caulk, paint touch-ups, clean, QC, photos.
Result: listed mid-Day 2. Without a clean sequence, this would’ve drifted into Day 3.
When you share these examples with the team, emphasize that predictability, not heroics, wins leases.
How to Keep the Process From Backsliding
Protect your one-page scope. If you must change it, update the single source of truth—don’t allow side conversations to become hidden instructions.
Do a 5-minute “shelf audit.” At week’s end, spot-check your parts shelf against the common SKUs. No parts = guaranteed delays.
Refresh the checklist once a quarter. Add what caused rework. Remove what no longer matters.
Build a small “photo style guide.” Consistent angles and lighting help listings perform better and reduce reshoots.
FAQs
How long should a standard make-ready take?
For a typical, well-maintained unit, two business days is realistic: Day 0 scope and staging, Day 1 repairs, Day 2 clean, QC, and listing. Larger repairs (e.g., flooring replacement) push timelines, but many delays come from poor staging rather than task complexity.
What’s the minimum team I need to keep turns moving?
A lead tech and a cleaner can handle most turns if you stage parts the day before. Bring in vendors for specialized work (tub reglaze, glass, large paint) and schedule them during the scope walk to avoid calendar roulette.
Do I need to disinfect between residents?
Not always. The CDC indicates routine cleaning is usually sufficient; disinfect when situations warrant and follow label directions for contact time and ventilation. Overusing disinfectants slows the process and doesn’t necessarily add value.
What if my property was built before 1978?
If paid work will disturb painted surfaces, EPA’s RRP requirements may apply. Use lead-safe work practices and keep documentation—baking this into your scope step prevents stop-work surprises later.
How do I keep vendors from becoming the bottleneck?
Pre-build a micro-roster (primary + backup) for common turn tasks. When you publish the scope, send a hold request for Day 1 or the morning of Day 2. If they can’t commit, shift to the backup immediately—don’t wait for call-backs.
What photos should I take before listing?
At minimum: living room, kitchen, bath, bedroom(s), outdoor area, and one amenity shot. Shoot after cleaning with lights on and blinds open; avoid extreme wide angles that mislead on space.
What metric should I report to ownership each month?
Report Days Vacant to Lease-Ready and First-Pass Completion Rate. If those stay low and high respectively, it’s a strong signal that your process is healthy and your units are hitting the market quickly.
A clean, repeatable apartment make-ready process isn’t complicated. Scope once, stage parts, work in a set pattern, clean methodically, verify safety and quality, and list the same day you finish. Do that, and vacant days shrink—without adding headcount.