Having a change of tenants is a simple enough process. After all, the old and new tenants are each responsible for moving out and moving in, respectively. But if you're the landlord or apartment manager, then it's your job to at least perform the "move in - move out" inspection.
This inspection is intended to ensure that no loose ends are left between the old tenant, the new tenant, and the apartment owners and management. When the old tenant moves out, you should inspect the unit of any damages that may have been sustained during his or her stay. That way, you can hold them accountable. Just remember that there is such a thing as "normal wear and tear"-a concept that you should be very familiar with, lest you treat your old tenant unfairly.
At the same time, you will have a detailed list of the apartment's condition prior to the move in of the new tenant. You should keep this report filed in a safe, easy-to-access place so that you can find it even if it will be many years before the new tenant moves out.
When performing the inspection, don't just make a written description of the place. Take pictures as evidence, as well, to show whether something was in good or bad condition. Also have the document signed by your new tenant.