Free Illinois Move-In / Move-Out Inspection Checklist
A room-by-room move-in and move-out checklist aligned to 765 ILCS 710. Document the unit’s condition at the start and end of the tenancy, then download a signable multi-page PDF that protects the security deposit for both sides.
An Illinois move-in / move-out inspection checklist is the foundational record for any security deposit dispute. Under 765 ILCS 710, the Security Deposit Return Act, a covered landlord who keeps part of the deposit must send an itemized statement of damages within 30 days of the tenant vacating and, if none is sent, must return the full deposit within 45 days. The written checklist, paired with date-stamped photographs, is the evidence that separates deductible damage from non-deductible wear and tear. Fill it out at move-in to set the baseline, repeat the walk at move-out, and both parties sign.
Illinois Deposit Rules at a Glance
Statute
765 ILCS 710
Itemize Within
30 Days
Return Deposit
45 Days
Keep Records
4 Years Min
The Two-Pillar Documentation Standard
A defensible deposit deduction needs two pieces of evidence: (1) this written room-by-room checklist signed by both parties, and (2) date-stamped photographs of the same items taken at the same time. The checklist alone can be called subjective; photos alone lack descriptions. Together they are the strongest defense in any Illinois deposit dispute. Always do both, at move-in and at move-out.
How to Use the Illinois Move-In / Move-Out Checklist
The checklist works the same way at both ends of the tenancy: you walk the unit, rate each item, describe anything that is not perfect, and photograph it. The power comes from using the same form twice so the move-in and move-out records line up item by item. Follow this sequence.
1. Walk the unit at move-in, before the tenant’s belongings arrive
Do the baseline inspection when the unit is empty and clean so every surface is visible. An empty unit is the only chance to record true starting condition, and it is the record the tenant will rely on to avoid being charged for pre-existing wear.
2. Rate each item Good, Fair, Poor, or N/A
Move room by room and give every listed item a condition rating. Good means no defects, Fair means minor cosmetic wear, Poor means visible damage that needs description, and N/A means the item is not present in this unit.
3. Describe every Poor-rated item precisely
In the notes, name the exact location and size: “living room, three-inch hole in north wall near the outlet” beats “wall damaged.” Precise notes are what let a later reader tell wear from damage without being in the room.
4. Photograph each room and each defect
Take date-stamped photos of every room and a close-up of every Poor item. Photos and written notes are the two pillars; neither is as strong alone. Capture wide shots for context and close-ups for detail.
5. Both parties sign and date, and each keeps a copy
Have the landlord or agent and the tenant sign the move-in checklist together. A signed, dated record is far stronger evidence than one party’s word, and the tenant’s signature confirms the findings without waiving any legal right.
6. Repeat the exact walk at move-out
After the tenant returns possession, run the same checklist again and compare it against the move-in copy. Differences that go beyond ordinary wear are the only items a landlord may charge against the deposit.
7. Meet the 30-day and 45-day deadlines
If you are keeping any part of the deposit, send the itemized statement within 30 days and the deposit balance within 45 days. Attach paid receipts, not estimates, and keep the signed checklist and photos for at least four years.
Move-In vs. Move-Out vs. Pre-Move-Out
One form covers three moments in the tenancy, and the checklist below lets you label which inspection you are running. Knowing the difference keeps your records clean.
Move-in inspection. Done at the start of the tenancy, ideally with the tenant present and the unit empty. It establishes the baseline: any condition recorded here is pre-existing and can never be charged to the tenant later. This is the single most valuable record for a tenant and the landlord’s proof of the unit’s starting state.
Pre-move-out (interim) inspection. An optional walk shortly before the tenant leaves. Illinois does not require it by statute, unlike California, but offering one is strong practice: it shows the tenant exactly what needs attention and gives them a chance to clean or repair before the final accounting, which prevents most disputes.
Final move-out inspection. Done right after the tenant returns possession, using the same checklist. Compare it to the move-in record item by item. Only differences beyond ordinary wear and tear are chargeable, and each charge should be backed by the notes, the photos, and a paid receipt. For the accounting itself, use the Illinois security deposit itemization form and, when returning the balance, the Illinois deposit return letter.
Build Your Illinois Checklist
Complete the fields below to generate a printable, room-by-room Illinois move-in / move-out inspection checklist as a multi-page PDF. Rate each item, add notes for anything less than Good, and record your photo documentation. The checklist is strongest when both parties sign and photos are attached. If you are placing a new renter, pair it with a full tenant screening at the application stage.
1. Parties & Inspection
2. Property
3. Room-by-Room Condition
4. Photo Documentation
Date-stamped photos are the second pillar of a defensible deposit claim. Photograph each room and each Poor-rated item, and retain the images for at least four years in cloud backup.
5. Signatures
Both parties should sign and retain a copy. The tenant’s signature acknowledges the accuracy of the inspection findings; it is not a waiver of legal rights.
Illinois’s Distinctive Deposit Framework
Illinois runs a tiered system under the Security Deposit Return Act (765 ILCS 710), and the checklist matters precisely because it is the evidence behind every deadline in that Act. A landlord who withholds any part of the deposit for damage must furnish the tenant an itemized statement of the damage within 30 days of the date the tenant vacates; if the statement uses estimated costs, paid receipts (or copies) follow within 30 days of that statement. If no itemized statement is furnished at all, the landlord must return the full deposit within 45 days of the date the tenant left. Miss the window and the right to deduct is forfeited.
Two thresholds decide who the state Act even reaches. The Act applies only to buildings with five or more units, so single-family homes and small multi-unit buildings are outside the state itemization rule. The separate Security Deposit Interest Act (765 ILCS 715) layers interest-payment duties onto buildings with twenty-five or more units. And in Chicago, the Residential Landlord and Tenant Ordinance (RLTO, Municipal Code 5-12) overrides the unit threshold entirely, covering nearly all rentals of any size with stricter return, receipt, and interest rules. For the full statutory picture, see the Illinois security deposit laws guide.
Common Illinois Mistakes Landlords Make
Assuming the state Act covers a single-family or small rental (it does not, though the Chicago RLTO may); sending estimates instead of paid receipts within the window; confusing the 30-day itemization deadline with the 45-day return deadline; and missing separate Chicago RLTO interest obligations. A clean move-in / move-out checklist plus photos is what makes the difference when any of these lands you in court.
What to Look For in Each Room
A checklist is only as good as the inspection behind it. Here is what deserves a close look room by room so a Fair or Poor rating is never a guess.
Living room and bedrooms
Check walls for holes, gouges, and unapproved paint colors; carpet for stains, burns, and tears beyond traffic wear; windows and screens for cracks and torn mesh; and blinds for bent or missing slats. Test every outlet and light switch, and in bedrooms confirm each closet door slides or swings freely. Bedrooms are also where you verify smoke and carbon monoxide detectors are present and working, which is both a safety item and a habitability duty.
Kitchen
The kitchen carries the most appliances and the most disputes. Run the refrigerator, stove and oven, microwave, dishwasher, and garbage disposal, and note whether each works, not just whether it looks clean. Check countertops for burns and chips, cabinets and drawers for water damage and broken hardware, and the sink and faucet for leaks. Grease film and hard-water buildup are cleaning items; a cracked cooktop or a dead disposal is a repair item.
Bathrooms
Bathrooms are where moisture damage hides. Look closely at grout and caulking for mildew and gaps, at the tub and shower surround for cracks, and at the floor around the toilet for soft spots that signal a slow leak. Confirm the toilet flushes cleanly, the exhaust fan pulls air, and the mirror or medicine cabinet is intact. Recurring mold from a failed fan is a landlord repair, not a tenant charge.
Common areas, systems, and exterior
Walk the entry and hallways, stairs and railings, and any patio, balcony, garage, or yard the lease includes. Test the HVAC and heating, note the water heater’s condition, and confirm mailbox keys and window locks all function. If the unit has in-unit or shared laundry, run the washer and dryer. Note the HVAC filter date so the next filter change is on record. Anything a tenant will be handed keys to should be rated and, if imperfect, photographed.
Wear and Tear vs. Damage
Only damage beyond ordinary use may be charged against an Illinois deposit; normal wear and tear never can. Courts treat wear and tear as the gradual, expected decline of a unit from everyday living, and damage as harm caused by abuse, accident, or neglect. The move-in and move-out checklist plus photos are exactly what let a judge or mediator tell the two apart. Use this as a working guide.
| Area | Wear and Tear (not chargeable) | Damage (chargeable) |
|---|---|---|
| Walls | Faded paint, a few small nail holes, light scuffs | Large or numerous holes, gouges, unapproved paint, crayon or marker |
| Carpet / floors | Minor wear in traffic lanes, light matting | Stains, burns, pet-urine saturation, tears, deep scratches |
| Doors / windows | Loose handle, minor sticking | Broken door, cracked glass, torn screens from misuse |
| Bathroom | Lightly worn caulk, minor grout wear | Mildew from tenant neglect, cracked tile, broken fixtures |
| Appliances / fixtures | Ordinary aging, dulled finish | Broken parts, missing racks, damage from misuse |
| Cleanliness | Light dust, everyday use | Excessive filth, grease, trash left behind, odor |
When an item sits near the line, the deciding factor is your documentation. If the move-in checklist rated a wall “Good” with a clean photo and the move-out checklist rates it “Poor” with a photo of a foot-wide hole, the charge is defensible. Without that paired record, the same charge is a guess a tenant can challenge.
Photo Documentation and Record Retention
Photos are the second pillar, and they only help if they are complete and preserved. Aim to photograph every room, not just the damaged spots, so the record shows overall condition, and take a close-up of every Poor-rated item next to something for scale. Make sure the camera’s date stamp is on, and store the images somewhere durable: cloud backup is best, a date-stamped external drive or property-management system is fine, and a single phone is not. Retain the signed checklist, the photos, and any paid receipts for at least four years, which comfortably covers the Illinois limitations period for deposit and written-contract disputes. Records tied to larger repairs or improvements are worth keeping longer.
Bottom line
Use the same checklist at move-in and move-out, rate every item, describe every Poor item, and photograph it all. Under 765 ILCS 710, a covered Illinois landlord must itemize deductions within 30 days and return the balance within 45 days, or forfeit the right to deduct. Charge only for damage beyond ordinary wear and tear, back every charge with paid receipts, and keep the signed record and photos for four-plus years.
Frequently Asked Questions
What is an Illinois move-in / move-out checklist?
An Illinois move-in / move-out checklist is a written, room-by-room inventory that records the condition of a rental unit at the start of the tenancy (move-in) and again at the end (move-out). It is the evidentiary foundation for any security deposit deduction under 765 ILCS 710. The contemporaneous record, paired with date-stamped photos, is what separates pre-existing conditions from tenant-caused damage in a deposit dispute.
How many days does an Illinois landlord have to return the security deposit?
Under 765 ILCS 710 (the Security Deposit Return Act), a landlord who keeps part of the deposit for damages must send the tenant an itemized statement of the damages within 30 days of the date the tenant moves out, with paid receipts (or a copy) within 30 days of that statement. If no itemized statement is furnished, the landlord must return the full deposit within 45 days of the date the tenant vacated. The Act applies to buildings with five or more units.
Does the Illinois Security Deposit Return Act apply to my building?
The state Security Deposit Return Act (765 ILCS 710) applies only to residential buildings with five or more units. Smaller buildings are exempt from the state-level itemization requirement. In Chicago, however, the Residential Landlord and Tenant Ordinance (RLTO, Municipal Code 5-12) covers rentals of every size and adds its own deposit-return, receipt, and interest rules, so most Chicago landlords are covered regardless of unit count.
What can an Illinois landlord deduct from the security deposit?
Permissible deductions are generally limited to unpaid rent, the cost of repairing damage caused by the tenant beyond ordinary wear and tear, reasonable cleaning to return the unit to its move-in level of cleanliness, and other amounts the lease authorizes. Normal wear and tear is never deductible: faded paint, minor carpet wear in walkways, and small nail holes cannot be charged against the deposit.
What is the difference between normal wear and tear and damage in Illinois?
Normal wear and tear is the gradual, expected deterioration from ordinary use: faded paint, minor carpet wear in traffic lanes, small scuffs at door knobs, and minor nail holes from hanging pictures. Damage is harm beyond ordinary use: large holes, carpet stains or burns, broken fixtures, pet urine damage, smoke damage, missing items, and unauthorized alterations. A landlord may deduct only for damage. The move-in and move-out checklist plus photographs are the record that proves which side of the line an item falls on.
Do I need photos, or is the written checklist enough?
Use both. A defensible deposit position rests on two pillars: the written room-by-room checklist signed by both parties, and date-stamped photographs of the same items taken at the same time. The checklist alone can be challenged as subjective, and photos alone lack descriptions, but together they are the strongest possible evidence. Photograph every room and every Poor-rated item and keep the images for at least four years.
When should I do the move-out inspection, and does Illinois require a pre-move-out walk-through?
Do the final move-out inspection promptly after the tenant returns possession, using the same checklist you used at move-in so the two records line up item by item. Illinois does not statutorily require a pre-move-out (interim) inspection the way California does, but offering a joint walk-through shortly before the tenant leaves is best practice: it lets the tenant cure small issues and sharply reduces deposit disputes.
Who signs the checklist and how long should I keep it?
Both the landlord (or agent) and the tenant should sign and date the checklist at move-in and again at move-out, and each party keeps a copy. The tenant’s signature acknowledges the recorded findings; it is not a waiver of legal rights. Retain the signed checklist and supporting photos for at least four years, which comfortably covers the Illinois limitations window for deposit and written-contract disputes.
The cleanest move-out starts with the right tenant
A move-in / move-out checklist protects the deposit, but screening tenants thoroughly upfront prevents most disputes from ever happening. Tenant Screening Background Check has verified Illinois renters since 2004 — credit, eviction filings, criminal background, and employment — with no monthly fees.
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