Free Montana Move-In / Move-Out Inspection Checklist
A room-by-room inspection checklist for documenting a Montana rental at the start and end of a tenancy. Record every item, take date-stamped photos, then download a signable multi-page PDF. Protects the deposit under Mont. Code §70-25-202.
A Montana move-in / move-out inspection checklist is the foundational record for any security-deposit dispute. It documents the condition of the rental unit room by room at the start of the tenancy and again at move-out, so a landlord can separate tenant-caused damage from ordinary wear and tear. Under Mont. Code §70-25-202, the landlord must refund the deposit within 10 days when no deductions are taken, or deliver a written list of charges with the balance within 30 days when deductions are made. Montana goes a step further than most states: §70-25-206 requires a written statement of condition at move-in, which makes this signed checklist legally indispensable rather than merely good practice.
Montana Deposit Documentation at a Glance
Document Type
Condition Inventory
Return Deadline
10 / 30 Days
Deadline Statute
§70-25-202
Keep Records
4 Years Min
Wear-and-Tear vs. Damage — the Critical Distinction
Ordinary wear and tear is NOT chargeable against the deposit in Montana. Faded paint, minor carpet wear in traffic lanes, small nail holes, and light scuffing at door knobs are wear and tear. Damage beyond ordinary use IS chargeable: large holes, carpet stains or burns, broken fixtures, pet-urine damage, smoke damage, and missing items. The move-in and move-out ratings, backed by photos, are the record that makes the distinction provable — and under §70-25-201 the landlord carries the burden of proving that a charge is damage, not wear.
How to Complete the Montana Checklist
1. Fill in the parties, property, and inspection type
Enter the landlord and tenant names, the property address, city, county, tenancy dates, and whether this is the move-in, an interim pre-move-out, or the final move-out. Use the same form for both walk-throughs so the two records line up item for item.
2. Walk the unit and rate every item
Go room by room and rate every surface, fixture, and appliance Good, Fair, Poor, or N/A. Do the walk-through with the other party present whenever possible so the record is jointly agreed and harder to dispute later.
3. Describe every Poor-rated item
In the notes field, describe each defect by exact location — a three-inch hole in the north living-room wall near the outlet beats a single rating box. Specific descriptions are what separate damage from wear and tear.
4. Photograph every room
Take date-stamped photos of each room and every Poor-rated item at the same inspection. The written checklist and the photos are the two pillars of a defensible position; neither alone is as strong as both together.
5. Sign and generate the PDF
Have both parties sign, generate the multi-page PDF, and give each person a copy. In Montana the move-in signed record satisfies the §70-25-206 condition-statement requirement, so it is legally indispensable, not optional.
6. Repeat at move-out and compare
Run the identical walk-through when the tenant returns possession, then compare each item against the move-in record to separate new damage from pre-existing conditions and ordinary wear before any deduction is taken.
7. Return or account for the deposit on time
Refund within 10 days if no deductions, or deliver a written itemized list with the balance within 30 days under §70-25-202. Keep the signed checklist and photos for at least four years.
Build Your Montana Checklist
Complete the fields below to generate a printable, room-by-room Montana move-in / move-out inspection checklist as a multi-page PDF. Use the same form for the move-in walk-through (which establishes baseline condition and satisfies the Montana condition-statement requirement) and again for the move-out walk-through. Both should be done with the tenant present where possible and paired with date-stamped photographs. If you are also placing a new renter, pair this with a thorough move-in condition report.
The Two-Pillar Documentation Standard
A defensible deposit deduction rests on two pieces of evidence: (1) this written room-by-room checklist signed by both parties, and (2) date-stamped photographs of the same items at the same time. The written checklist alone can be called vague; photographs without descriptions can be challenged. Together they are the strongest possible defense. Always do both, at both move-in and move-out.
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). Document any Poor-rated item in the notes field below and photograph it.
Living Room
Kitchen
Bedroom(s)
Bathroom(s)
Common Areas / Exterior / Other
4. Photo Documentation
Date-stamped photos are the second pillar of any defensible deposit claim. Photograph each room AND each Poor-rated item. Retain the photos for at least four years in a dated 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.
About the Montana Move-In / Move-Out Checklist
The Montana move-in / move-out inspection process is anchored to Mont. Code Title 70, chapter 25, the part of Montana law that governs residential security deposits and the return of possession at the end of a tenancy. The written checklist is the documentary spine of that process. It establishes baseline condition at move-in, creates a contemporaneous record at each later inspection, and provides the evidentiary support for any deposit deduction a landlord may claim — or any deduction a tenant may challenge.
The checklist serves both sides. For the landlord, it documents that observed damage was caused during the tenancy (and is therefore chargeable) rather than pre-existing (and not chargeable). For the tenant, it prevents the landlord from reaching into the deposit for conditions that existed before the tenant ever occupied the unit. A well-documented move-in record is the single most effective defense against an unfair deduction on either side, and in Montana it is also a statutory prerequisite to withholding.
The 10-Day / 30-Day Deposit Return Deadline (§70-25-202)
Under Mont. Code §70-25-202, the deadline runs on two tracks. If there is no unpaid rent, no damage, and no cleaning owed, the landlord must refund the entire deposit within 10 days. If the landlord makes any deduction, the landlord must instead deliver a written list of the rent due and the damage and cleaning charges, together with any remaining balance, within 30 days of the termination of the tenancy or the surrender and acceptance of the premises, whichever occurs first. The clock is measured from when the tenant actually gives up possession. Critically, a landlord who fails to deliver the required written list forfeits the right to withhold anything for damage or cleaning — the deduction simply is not allowed.
Montana’s Move-In Condition Statement Requirement (§70-25-206)
Montana’s most distinctive rule is §70-25-206: a landlord who collects a security deposit must give the tenant a separate written statement of the present condition of the premises at the start of the tenancy. If the landlord does not furnish that statement, the landlord is barred from recovering for damage or cleaning unless the landlord can prove by clear and convincing evidence that the tenant caused specific damage during the tenancy — a demanding standard. This is one of the strongest tenant-protective requirements in the country, and it is exactly why the move-in checklist is not optional in Montana: the signed move-in record is how a landlord satisfies §70-25-206 and preserves the ability to charge for damage at all.
Permissible Deductions and the Cleaning-Notice Rule (§70-25-201)
Under Mont. Code §70-25-201, deductions are limited to a defined set of categories: unpaid rent and late charges, unpaid utilities and penalties owed under the rental agreement, the cost to repair damage caused by the tenant beyond ordinary wear and tear, and the actual cost of cleaning the unit back to its condition at the start of the tenancy (including a reasonable charge for the landlord’s own labor). Montana adds a step most states do not: cleaning charges may not be deducted until the landlord gives the tenant written notice of the specific cleaning needed and a 24-hour opportunity to complete it, unless the tenant vacated without notice or the agreement is already terminated with a claim filed. Normal wear and tear is never deductible.
Wrongful Withholding and Attorney Fees (§70-25-204)
If a landlord improperly keeps part of the deposit, Mont. Code §70-25-204 makes the landlord liable to the tenant for the amount wrongfully withheld, and the court may award attorney fees to the prevailing party. A tenant’s claim ripens once the landlord issues a written denial, or 30 days after the tenancy ends or the premises are surrendered, or 10 days after the landlord states that no damages occurred. The statute places the burden of proving that the tenant caused the damage squarely on the landlord — another reason a detailed, signed, photo-backed checklist is the landlord’s best protection.
The Forwarding Address and When the Clock Starts
Montana practice treats the tenant’s written forwarding address as effectively a condition precedent to the landlord’s obligation to deliver the refund or itemized statement: until the landlord has an address to send it to, the landlord cannot complete delivery. Tenants should always provide a forwarding address at move-out, in writing, and keep proof of when they sent it. Where no forwarding address is provided, the landlord should mail the statement to the tenant’s last known address. The prudent course for both parties is to confirm the address in writing at the move-out walk-through so there is no later dispute about when the 10-day or 30-day clock began.
When to Do the Move-Out Inspection
Conduct the move-out inspection promptly after the tenant surrenders the unit — that is, once the keys are returned, belongings are removed, and occupancy has ended. Because the deposit clock under §70-25-202 runs from termination or surrender, a prompt inspection leaves enough time to prepare an accurate itemized statement before the 30-day deadline. Montana does not statutorily require a pre-move-out inspection the way California does, but offering the tenant a joint walk-through shortly before final move-out is strong best practice: it lets the tenant cure minor issues, narrows the list of disputed items, and substantially reduces the odds of a deposit fight.
Wear and Tear vs. Damage in Practice
Courts generally treat ordinary wear and tear as the natural, gradual deterioration of a unit from normal use over time: faded paint after several years, minor carpet wear in walking paths, small scuff marks at door knobs, and minor nail holes from hanging pictures. None of that is deductible. Damage is harm beyond ordinary use: large holes in walls, carpet stains or burns, broken fixtures, pet-urine saturation, smoke damage from indoor smoking, missing items, and unauthorized alterations. The move-in and move-out ratings on this checklist, read side by side and backed by dated photos, are the evidentiary foundation that puts a given condition on the correct side of that line.
Common Montana Landlord Mistakes
The deposit disputes that landlords lose in Montana tend to repeat a short list of errors:
- Skipping the §70-25-206 written condition statement at move-in, which forecloses damage and cleaning claims.
- Treating the 10-day deadline as universal — it applies only when no deductions are taken; any deduction shifts the deadline to 30 days.
- Charging a cleaning fee without first giving the §70-25-201 written cleaning notice and the 24-hour cure opportunity.
- Vague itemization with no specific damage descriptions or supporting photos.
- Failing to get both parties’ signatures on the move-in record.
Tenant Screening as the First Line of Defense
The most reliable way to minimize move-out disputes is to screen tenants thoroughly at the application stage. A clean credit history, verifiable employment, and a clean eviction record are the strongest predictors of a clean move-out. A comprehensive tenant screening report — credit, eviction filings, criminal background, and employment verification — catches most red flags before the tenancy begins. Compare the available screening report options to match the depth of the check to the tenancy.
Local Montana Jurisdictions
Local ordinances in Montana cities can add procedural requirements on top of Mont. Code chapter 25 — for example around notices or record-keeping. Landlords in Billings, Missoula, Great Falls, and Bozeman should confirm local ordinance compliance before completing the move-out accounting, since a local rule can add a step the state statute does not. When in doubt, verify with the city and, for anything high-value, a Montana landlord-tenant attorney.
Bottom line
Document the unit room by room at both move-in and move-out, rate every item, and back the ratings with date-stamped photos. In Montana the signed move-in record satisfies the §70-25-206 condition-statement requirement — skip it and you cannot charge for damage. Refund within 10 days with no deductions, or send a written itemized list with the balance within 30 days under §70-25-202. Charge only for damage beyond ordinary wear and tear, give the cleaning notice before any cleaning charge, and keep the signed checklist and photos four-plus years.
Frequently Asked Questions
What is a Montana move-in / move-out checklist?
A Montana 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). Under Mont. Code §70-25-206 the landlord must give the tenant a written statement of the unit’s condition at the start of the tenancy, so this checklist is the evidentiary foundation that distinguishes pre-existing conditions from tenant-caused damage in any later deposit dispute.
How many days does a Montana landlord have to return the security deposit?
Ten days if no deductions are taken, or thirty days if the landlord makes deductions. Under Mont. Code §70-25-202 the landlord must refund the full deposit within 10 days when there is no unpaid rent, damage, or cleaning owed, or deliver a written list of the rent due and the damage and cleaning charges, with the balance of the deposit, within 30 days of termination or surrender of the premises, whichever comes first.
Does Montana require a move-in condition statement?
Yes. Mont. Code §70-25-206 requires a landlord who takes a security deposit to give the tenant a separate written statement of the present condition of the premises at the start of the tenancy. If the landlord does not furnish that statement, the landlord is barred from recovering for damage or cleaning unless it can be proven by clear and convincing evidence that the tenant caused specific damage during the tenancy. This makes the signed move-in checklist legally indispensable in Montana.
When should I do the Montana move-out inspection?
Do the move-out inspection promptly after the tenant surrenders the unit — that is, once the keys are returned, belongings are removed, and occupancy has ended. The 10-day or 30-day deposit clock under Mont. Code §70-25-202 runs from termination or surrender, so a prompt inspection leaves time to prepare the itemized statement. Offering a joint walk-through before final move-out is best practice, though Montana does not statutorily require a pre-move-out inspection.
Do I need photos for the checklist to protect the deposit?
Photos are strongly recommended. A defensible Montana 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 inspection. The checklist alone can be called vague, and photos without descriptions can be challenged, but together they form the strongest defense. Photograph every room and every Poor-rated item at both move-in and move-out.
What can a Montana landlord deduct from the security deposit?
Under Mont. Code §70-25-201 deductions are limited to unpaid rent, late charges, unpaid utilities and penalties, repair of damage caused by the tenant beyond ordinary wear and tear, and actual cleaning costs to return the unit to its condition at the start of the tenancy. Cleaning charges may not be deducted until the landlord gives the tenant written notice of the cleaning needed and a 24-hour opportunity to cure, unless the tenant vacated without notice. Normal wear and tear is never deductible.
What happens if a Montana landlord wrongfully withholds the deposit?
Under Mont. Code §70-25-204 a landlord who wrongfully withholds a deposit is liable to the tenant for the amount wrongfully withheld, and the court may award attorney fees to the prevailing party. Failing to deliver the written list of damages required by §70-25-202 forfeits the right to withhold for damage or cleaning altogether, and the burden of proving that the tenant caused the damage rests on the landlord.
How long should I keep the Montana checklist and photos?
Keep the signed move-in and move-out checklist and the supporting photographs for at least four years after the tenancy ends. Montana’s statute of limitations for a written contract runs several years, and four years of retention comfortably covers the window for most deposit and contract disputes. Store originals in a dated cloud backup so the date stamps are preserved.
Prevent move-out disputes — screen tenants at move-in
The cleanest move-outs come from tenants screened thoroughly at the application stage. Tenant Screening Background Check has been verifying Montana renters since 2004 — credit, eviction filings, criminal background, and employment verification — across all 50 states and DC.
Related Montana Forms & Guides
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