Identification
Full legal names for all parties, property address, lease or contract reference, and a unique agreement date to link the record to the tenancy or contract.
A Clear Out Agreement clarifies expectations at the time of vacancy, reduces ambiguity about property condition, and creates documentary evidence for deposit accounting or damage claims. It supports consistent inspections, documents acceptance or remediation responsibilities, and provides a dated record that helps both parties comply with lease terms and state notice requirements.
Typical parties and roles that prepare or sign a Clear Out Agreement.
The agreement fits residential, commercial, and project-based contexts where possession, condition, and financial reconciliation are at issue.
A property manager or landlord representative executes the agreement on behalf of the owner, documents the inspection, lists charges for repairs or cleaning, and provides the final accounting to the tenant. They should be authorized in writing or per property management agreement to bind the owner.
The tenant or occupant signs to acknowledge move-out condition, return of keys, and forwarding contact information. If the tenant is an entity, an authorized officer or agent should sign and identify their capacity to bind the entity.
Full legal names for all parties, property address, lease or contract reference, and a unique agreement date to link the record to the tenancy or contract.
The exact vacate date and time of possession transfer. This establishes the effective cutoff for utilities, billing, and responsibility for damages.
Room-by-room inspection notes that list existing damage, cleanliness, meter readings, and photographs when possible to support later claims.
Itemize keys, fobs, access cards, garage openers, and any equipment returned with signature confirmation and counts where applicable.
Itemized list of proposed cleaning or repair charges, estimated costs, and whether the tenant consents to deductions from the security deposit.
Signature blocks for all parties with printed name, title or capacity, date, and optional notary or witness lines for added authentication.
| Field | Configuration |
|---|---|
| Inspection Checklist | Use repeatable fields for rooms and items |
| Photo Attachments | Require at least one photo per inspected area |
| Signature Order | Parallel signing allowed; landlord signs after tenant |
| Delivery Receipt | Generate signed PDF and audit trail automatically |
Choose a platform that supports signed PDFs, audit trails, and attachments so inspection evidence stays with the agreement.
Ensure the system records timestamps, signer IP, and attachments; this information is critical if a dispute proceeds to claim or small claims court.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |
Schedule inspection on or before the documented move-out date
Deliver itemized charges and deposit disposition within the timeframe stated in the lease or state law
Provide estimates and receipts for repairs when claiming deposit funds
Allow a defined period for tenants to contest charges, as the lease or law specifies
Maintain the signed agreement and attachments for the applicable retention period
Tenant gives formal move-out notice and proposed vacate date
Landlord schedules joint inspection within agreed window
Inspection results recorded, photos attached, and initial charges estimated
Itemized charges and deposit disposition provided to tenant
| Criteria | Clear Out Agreement | Move-Out Notice |
|---|---|---|
| Purpose | condition record | intent to vacate |
| Enforceability | higher evidentiary value | notice evidence |
| Typical signer | tenant and landlord | tenant only |
| Notarization | optional | rarely needed |