Free Indiana Move-In / Move-Out Inspection Checklist
A room-by-room move-in / move-out inspection checklist for Indiana rentals. Document the unit’s condition at the start and the end of the tenancy, pair it with date-stamped photos, and protect the deposit under Ind. Code §32-31-3.
An Indiana move-in / move-out inspection checklist is a written, room-by-room record of the rental’s condition at the start of the tenancy and again at the end. It is the single most important document in a deposit dispute: the move-in pass sets the baseline, the move-out pass records what changed, and the two together separate ordinary wear and tear from chargeable damage. In Indiana the stakes are set by Ind. Code §32-31-3, which gives the landlord forty-five days after termination of occupancy to mail a written itemized list of damages and refund the balance — and makes silence an admission that nothing is owed. Complete the fillable form below, sign it with the other party, attach photos, and download a multi-page PDF.
Indiana Move-In / Move-Out at a Glance
Governing Statute
Ind. Code §32-31-3
Deposit Return
45 Days
Deposit Cap
No Statutory Cap
Keep Records
4 Years Min
The Two-Pillar Documentation Standard
A defensible deposit position rests on two pieces of evidence: (1) this written, signed room-by-room checklist, and (2) date-stamped photographs of the same items at the same time. The checklist alone can be called subjective; photos alone lack context. Together they are the strongest possible defense in a dispute. Complete both at move-in and at move-out, and never charge the deposit for ordinary wear and tear.
How to Run a Move-In / Move-Out Inspection
1. Do the move-in walkthrough together
On or before the day the tenant takes possession, walk every room together and rate the condition of each surface, fixture, and appliance. This establishes the baseline condition for the entire tenancy.
2. Rate every item Good, Fair, Poor, or N/A
Use the same shorthand for every line item so move-in and move-out compare directly. Mark anything already worn or damaged at move-in so the tenant is never charged for a pre-existing condition.
3. Photograph each room and every defect
Take date-stamped photos of every room and a close-up of every Poor-rated item. The written checklist and the photos together are the two pillars of a defensible deposit position.
4. Both parties sign and keep a copy
Have the landlord and tenant sign the move-in checklist and each keep a copy. A signed record is far stronger evidence than a one-sided one, and it protects the tenant just as much as the landlord.
5. Get the tenant’s forwarding address in writing
Under Ind. Code §32-31-3-12 the landlord is not obligated to account for the deposit until the tenant supplies a mailing address in writing. Collect it at move-out so the 45-day clock is unambiguous.
6. Repeat the walkthrough at move-out
Use the same form for the move-out pass and record what changed since move-in. Compare each item to the baseline to separate ordinary wear and tear from chargeable damage.
7. Return the deposit or itemize within 45 days
Under Ind. Code §32-31-3-14 the landlord has forty-five days after termination of occupancy to mail a written itemized list of damages together with a refund of the balance.
Build Your Indiana Move-In / Move-Out Checklist
Complete the fields below to generate a printable, room-by-room inspection checklist as a multi-page PDF. Use the same form for both passes: run it once at move-in to set the baseline and again at move-out to record what changed. Walk the unit with the other party present whenever possible, rate each item, and pair the checklist with date-stamped photos. If you are also placing a new renter, start with a thorough move-in condition report, and at the end of the tenancy use the move-out inspection checklist for the final pass.
1. Parties & Tenancy
2. Property
3. Room-by-Room Condition
For each item select Good (no defects), Fair (minor wear), Poor (visible damage), or N/A (not present). Describe every Poor-rated item in the Detailed Notes below and photograph it.
4. Photo Documentation
Date-stamped photos are the second pillar of any defensible deposit position. Photograph each room and each Poor-rated item, and retain the photos for at least four years in cloud backup.
5. Signatures
Both parties should sign and keep a copy. A tenant signature acknowledges the accuracy of the inspection findings; it is not a waiver of any legal right.
Indiana’s Deposit Rules That Make the Checklist Matter
A move-in / move-out checklist is useful in every state, but in Indiana it sits on top of a specific statutory framework. Ind. Code §32-31-3 governs security deposits, and it is the reason the documentation you create with this form has real legal weight. Four features stand out.
The forty-five-day return deadline
The clock starts at termination of occupancy. Under Ind. Code §32-31-3-14, not more than forty-five days after that, the landlord must mail the tenant a written itemized list of the damages claimed — each item’s estimated cost of repair and the amount charged — together with a check or money order for the balance of the deposit. Forty-five days is a longer window than many states allow, but the deadline is hard, and hitting it with a specific, itemized statement is only possible if the move-out condition is already documented against a clean move-in baseline.
Itemization is mandatory, and silence forfeits the deposit
Indiana attaches an unusually blunt consequence to the deadline. Under Ind. Code §32-31-3-15, a landlord’s failure to provide the itemized notice within forty-five days constitutes agreement that no damages are due, and the landlord must immediately remit the entire security deposit to the tenant. There is no partial-credit path: a vague deduction (“cleaning — two hundred dollars”) invites challenge, and no itemized list at all means the whole deposit goes back regardless of the actual condition of the unit. This is exactly the outcome the checklist below is built to prevent.
The written mailing-address requirement
Here is the Indiana wrinkle most out-of-state templates miss. Under Ind. Code §32-31-3-12, the landlord is not liable to account for the deposit until the tenant supplies, in writing, a mailing address to which the itemized notice and refund can be delivered. In practice the 45-day clock is only clean once you hold that written address, so a landlord should collect a forwarding address at move-out and a tenant should provide one promptly. If the landlord then fails to comply, §32-31-3-12 lets the tenant recover the full deposit due plus reasonable attorney’s fees.
Permitted deductions and the value of a pre-move-out walkthrough
Under Ind. Code §32-31-3-13, the deposit may be used only for actual damages beyond ordinary wear and tear, rent in arrears or owed on a premature termination, the last rental period if the lease says the deposit covers it, and unpaid utility or sewer charges the tenant was obligated to pay. Indiana sets no statutory dollar cap on the deposit itself. Separately, while Indiana does not require a move-out inspection, a pre-move-out walkthrough — giving the tenant an itemized list of the deficiencies that could lead to deductions before they vacate — is strong practice: it lets the tenant cure the problems and avoid the charges, and it makes the eventual itemized statement far easier to defend. For the full framework, see our Indiana security deposit laws guide, and when it is time to account for the money, the Indiana deposit itemization form.
Move-In vs. Move-Out: One Form, Two Passes
The most common question about these checklists is whether move-in and move-out need separate forms. They do not. The whole point is a direct comparison, so you use one form and run it twice. At move-in, you are creating the baseline: rate every item honestly, and be generous about flagging pre-existing wear so the tenant is never blamed later for something that was already there. At move-out, you repeat the identical walkthrough and record only what changed. An item that was Good at move-in and Poor at move-out, backed by before-and-after photos, is a clean, chargeable line. An item that was already Fair at move-in and is Fair at move-out has not changed and cannot be charged.
Give the tenant a copy of the blank move-out checklist one to two weeks before the move-out date. That advance notice lets them clean, patch small nail holes, and handle minor issues before the final walkthrough, which cuts disputes dramatically and is simply good practice even though Indiana does not require a formal pre-move-out inspection.
Wear and Tear vs. Damage in Indiana
Every deposit dispute turns on one line: where does ordinary wear and tear end and chargeable damage begin? Indiana courts, like courts everywhere, treat ordinary wear and tear as the natural, gradual deterioration of the unit from normal use over time, and §32-31-3-13 expressly excludes it from the deposit. A landlord may never deduct for it. Damage is harm beyond ordinary use, and it is the only condition the deposit can be charged for.
Typical wear and tear (NOT chargeable)
Faded or slightly dirty paint after a multi-year tenancy, minor carpet wear in walking paths, small scuff marks near door knobs and light switches, a few small nail holes from hanging pictures, loose grout, and lightly worn finishes. These are the cost of doing business as a landlord and are expected between tenants.
Chargeable damage (deductible)
Large or numerous holes in walls, carpet stains, burns or pet-urine saturation, broken windows or fixtures, missing appliances or hardware, smoke damage from indoor smoking, unauthorized paint or alterations, and filth well beyond normal cleaning. These are documented with a Poor rating on the move-out pass, a specific note, and a matching photo.
The checklist plus photos is precisely what lets you defend the line. A Poor rating alone is an opinion; a Poor rating with a dated close-up photo and a one-sentence description of the location is evidence. That is why the two pillars — the written record and the photographs — always travel together.
Photo Documentation Best Practices
- Photograph every room, then every defect. A wide shot of each room establishes overall condition; a close-up of each Poor-rated item proves the specific damage.
- Keep the date stamp. Use a camera or phone that embeds the date, or shoot a dated newspaper or phone clock in the first frame. Date-stamps are what tie the photo to the move-in or move-out pass.
- Shoot at move-in and move-out. Before-and-after pairs are far more persuasive than either alone, because they show the change rather than just the end state.
- Back up to the cloud. Store the photos in a dated cloud folder so they cannot be lost with a single device and so the timestamps are preserved.
- Match photos to the checklist. Name or note which photo supports which Poor rating so the two pieces of evidence line up when you prepare the itemized statement.
- Retain for four years. Disputes can surface long after move-out; keep the signed checklist and the photos for at least four years.
Is a Move-In / Move-Out Checklist Required by Law?
Roughly a third of U.S. states require a written condition checklist in some form, and about half of those require it only when the landlord collects a deposit. Indiana does not mandate a specific move-in checklist form, but §32-31-3 makes the documentation effectively indispensable: because the landlord must itemize deductions within forty-five days and can only charge for damage beyond wear and tear, there is no practical way to support a deduction without a contemporaneous record of condition. In other words, the checklist is not a bureaucratic formality — it is the evidence the statute assumes you have.
The cleanest move-outs, though, start long before the walkthrough. They start with choosing a reliable tenant. Thorough tenant screening at the application stage — verifiable income, clean rental and eviction history, and a full background and credit report — is the single best predictor of a clean move-out and the strongest way to keep a deposit dispute from ever happening.
Bottom line
Run one checklist twice — once at move-in to set the baseline, once at move-out to record what changed — and pair every pass with date-stamped photos. In Indiana the landlord must mail a written itemized statement and refund the balance within forty-five days under Ind. Code §32-31-3-14, may deduct only for damage beyond ordinary wear and tear under §32-31-3-13, and forfeits the entire deposit if no itemized notice is sent under §32-31-3-15. Collect the tenant’s written mailing address, sign the record with the other party, and keep everything four-plus years.
Frequently Asked Questions
What is a move-in / move-out checklist?
It 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 documents what condition each surface, fixture, and appliance was in, so that at move-out the parties can separate pre-existing conditions and ordinary wear and tear from tenant-caused damage. In Indiana it is the evidentiary foundation for any deposit deduction the landlord later claims under Ind. Code §32-31-3.
How many days does an Indiana landlord have to return the security deposit?
Forty-five days. Under Ind. Code §32-31-3-14 the landlord must mail the tenant an itemized list of damages and a refund of the balance within forty-five days after termination of occupancy. If no itemized list is sent within that window, §32-31-3-15 treats the silence as an admission that no damages are due and the landlord must immediately remit the entire deposit.
Does the checklist actually protect my security deposit?
Yes. The single most common reason a landlord loses a deposit dispute is the absence of a signed move-in record. Without a baseline, the landlord cannot prove that damage occurred during the tenancy rather than before it, and a tenant cannot prove a condition was pre-existing. A signed move-in / move-out checklist paired with date-stamped photos is the strongest evidence either side can bring to a dispute.
When should the move-out inspection be done?
Give the tenant the move-out checklist one to two weeks before the move-out date so they have time to clean and make minor repairs, then do the final walkthrough after the unit is empty and possession is returned. Indiana does not require a formal pre-move-out inspection, but offering the tenant a walkthrough with an itemized list of deficiencies before they vacate is strong practice, because it lets them cure the issues and avoid the deductions entirely.
Do I need photos, or is the written checklist enough?
Do both. A written checklist describes condition but can be called subjective; photographs show condition but lack context without descriptions. Together they are far stronger than either alone. Take date-stamped photos of every room and a close-up of every Poor-rated item at both move-in and move-out, and keep them in cloud backup for at least four years.
What is the difference between normal wear and tear and damage in Indiana?
Ordinary wear and tear is the natural, gradual deterioration of the unit from normal use over time — faded paint, minor carpet wear in walking paths, small scuff marks near door knobs, and small nail holes from hanging pictures. It is not chargeable to the deposit. Damage is harm beyond ordinary use — large holes in walls, carpet stains or burns, broken fixtures, pet urine damage, smoke damage, missing items, and deliberate alterations. Under Ind. Code §32-31-3-13 an Indiana landlord may deduct only for actual damages beyond ordinary wear and tear, unpaid rent, and unpaid utilities the tenant owed, and the checklist plus photos is what distinguishes the two.
Why does Indiana require the tenant’s mailing address in writing?
Ind. Code §32-31-3-12 says the landlord is not liable to account for the deposit until the tenant supplies, in writing, a mailing address to which the itemized notice and refund can be delivered. In practice this means the 45-day clock is only reliable once you have that written address, so a landlord should collect a forwarding address at move-out and a tenant should provide one promptly. Note the deposit itself must still be returned once the address is supplied; the requirement governs the accounting, not whether the money is owed.
How long should I keep the checklist and photos?
Keep the signed move-in and move-out checklists and all supporting photos for at least four years after the tenancy ends. Indiana’s limitation period for a written-contract dispute runs several years, so four years of retention comfortably covers a deposit or damage claim. Store originals in a dated cloud backup with the photo timestamps preserved.
Start every tenancy with thorough screening
A signed checklist protects both parties at move-out, but screening tenants thoroughly upfront prevents most disputes from ever happening. Tenant Screening Background Check has been verifying Indiana renters since 2004 — credit, eviction filings, criminal background, and employment — statewide, with no monthly fees.
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