Move-Out Document Automation

When a tenancy ends, the paperwork is predictable and easy to get wrong. A move-out letter has to name the right parties, the tenancy dates, the property, and the handover window. A deposit reconciliation statement has to line up inspection findings with the lease deposit clauses. Final utility readings have to match what the meters showed, not a rounded guess. An LLM agent can assemble those drafts from structured lease data and inspection outputs so a property manager is not starting from a blank template on every vacate.

The agent does not send anything. It produces candidate documents for staff to review, edit, and issue through the usual channels. That split keeps drafting time down without handing legal notice or money decisions to a model.

Speed here means fewer hours of hunting clauses, copying inspection notes, and reconciling meter readings across emails. It does not mean fewer checks. Staff still confirm that the letter in front of them is the one that should go out, and that every figure on the statement is supported by the file.

Typical outputs are a covering move-out letter, a deposit reconciliation statement with line items tied to inspection findings, and a utility closing section that quotes meter identifiers, reading dates, and values. The same pass can include a short checklist of attachments (keys, photos, meter photos) when those items are already recorded. None of those drafts is a served notice or a completed deposit claim until a person sends it.

The agent needs three inputs: the lease (or an equivalent tenancy record), the inspection outputs for the unit, and final utility readings. If any of those is missing, the agent returns empty output for the pack rather than filling gaps. Partial packs are not a workaround. A letter without a lease, a statement without an inspection, or a utility section without readings is more dangerous than a blank result.

Lease data supplies names, addresses, start and end dates, notice provisions, deposit amount and holding arrangement, permitted deduction categories, and any special conditions that belong in the move-out letter. Inspection outputs supply condition notes, structured defect lists, timestamps, and references staff can cite. Utility readings supply meter identifiers, reading dates, units, and closing values.

Empty output is the correct failure mode. Inventing a meter reading or a deposit figure creates a document that looks finished and is wrong. Staff should see a blank result and a clear reason (missing lease, missing inspection, or missing readings) instead of a polished letter with placeholders that might be overlooked on a busy handover day.

Related inspection work, such as Dilapidations Assessment via Computer Vision, can feed structured condition findings into this step. The document agent still waits until those findings exist. It does not infer dilapidations from the lease alone, and it does not treat a vision score as a deduction amount unless staff have already recorded a cost in the inspection file.

Staff trigger the agent when the vacate is confirmed and the inspection and meter reads are in. The model maps lease fields into the letter skeleton: parties, property, vacate date, keys and access, forwarding address if recorded, and a line that a deposit reconciliation is attached or will follow after review.

It then drafts the reconciliation as a line-item narrative, not a verdict. Each proposed deduction is tied to an inspection finding and to a lease clause that allows that category of cost. Amounts that are not in the source data stay blank. Totals that cannot be computed from complete lines stay incomplete. Covering language states that the figures are a draft for review, not an instruction to a deposit scheme and not a statement that money has already been withheld.

Utility sections quote the readings as supplied: meter, date, value, and unit. The agent does not interpolate a reading from prior bills, estimated consumption, or a mid-tenancy invoice. If only some meters are present, it does not average or carry forward an old figure. Because the rule is empty output when utility readings are missing, an incomplete meter set is treated as missing readings for the pack. Staff either complete the reads and re-run, or they draft the utility section by hand outside the agent.

Where a tenant has served a break notice, validity of that notice is a separate question. This agent does not decide whether the tenancy ended on a given date. It uses the dates and status already recorded on the tenancy. For notice checks, see Lease Break Notice Validity Checker. Mixing notice validity into the letter draft is how the wrong vacate date ends up in a document that looks official.

A property manager or administrator reads the drafts against the file. They correct names, add local statutory wording, attach photos, and decide whether a proposed deduction is fair and evidenced. Only after that review do they send the letter and statement through email, portal, or post.

The agent must not withhold a deposit. It must not mark funds as retained, instruct a scheme to release a reduced amount, or treat a draft deduction as an executed claim. Deposit law and scheme rules sit with staff and, where required, with the deposit holder. The statement can list proposed deductions as proposals. The send step, and any instruction to a scheme, stays human.

The same rule applies to notices that create legal effect. A draft move-out letter is not served until someone sends it. If staff disagree with the model's tone or clause citations, they edit or discard the draft. Empty output on missing inputs is preferable to a letter that implies a meter was read or a deposit was already decided.

Quality review is specific, not generic. Check that party names and the property address match the lease. Check that the vacate date matches the recorded tenancy status, not a date the model inferred from a calendar. Check that every deduction line cites an inspection item and a clause, and that no line withholds or nets the deposit. Check that utility figures are copied, not estimated. If any of those checks fail, do not send. Fix the source data or the draft first.

Once the vacate pack is issued, the unit is usually back on the market. Matching a new occupant is a different workflow from generating the outgoing pack. See Prospective Tenant Matching Model for that step. Keep the two separate so move-out documents stay grounded in the ending tenancy, not in demand for the next one.

The practical sequence is inspect, record readings, draft, review, send, then remarket. Skipping the review to fill a void faster is how the wrong deposit language leaves the building. The agent's job is a complete draft when the lease, inspection, and utility readings are all present, and silence when they are not.