Free United States Move-Out Inspection Checklist
Move-out inspection checklist — documents the rental’s condition when tenant vacates. Matched to move-in baseline. Required procedures: CA Civ. §1950.5(f) (initial inspection upon tenant request), WA RCW §59.18.280 (21 days), NY GBL §7-108 (14 days HSTPA).
Free United States Move-Out Inspection Checklist — overview
A United States Move-Out Inspection Checklist is a best-practice move-out inspection checklist documenting the rental’s condition when the tenant vacates. Matched to the move-in condition report to identify changes during the tenancy.
Complete the Inspection Checklist
Walk through the property with the tenant. For each area, mark the condition at move-in. At move-out, repeat the walk-through and mark the condition again. Both landlord and tenant sign at move-in and move-out. Take time-stamped photos for every room. The checklist is most valuable when supplemented with photographic evidence.
⚠ Wear-and-tear vs. damage — critical distinction
Ordinary wear-and-tear is NOT chargeable against the security deposit in any state. Faded paint, minor carpet wear in traffic patterns, small nail holes, and minor scuffing are typically not chargeable. Damage beyond ordinary use IS chargeable: stains, holes >1 inch, broken fixtures, pet damage, smoke damage, and similar. Document with photos; note both pre-existing conditions at move-in AND damage at move-out.
1. Parties
2. Rental Property
3. Living Room / Common Area
4. Kitchen
5. Bedroom(s)
6. Bathroom(s)
7. Exterior / Other Areas
8. Keys, Remotes, and Other Items Provided
9. Signatures — Move-In
10. Signatures — Move-Out
About the United States Move-Out Inspection Checklist
The move-out inspection checklist documents the rental’s condition when the tenant vacates and is the basis for any security deposit deductions. Several states impose specific procedural requirements: California Civ. §1950.5(f) gives tenants the right to request an initial inspection 2 weeks before move-out (the landlord must conduct it within a reasonable time and give the tenant an opportunity to cure); Washington RCW §59.18.280 requires the inspection within 21 days; New York GBL §7-108 (as amended by HSTPA 2019) requires inspection within 14 days. Best practice: conduct the move-out inspection with the tenant present (or document attempts to schedule), use the same checklist format as the move-in report, document all changes with photographs (timestamped), and itemize each claimed deduction against the security deposit with specific dollar amounts. Deductions must generally be for damage beyond ordinary wear-and-tear.
United States Inspection Framework
- Matched to move-in baseline for accurate damage attribution
- CA Civ. §1950.5(f): tenant right to initial inspection upon request
- WA RCW §59.18.280: inspection within 21 days
- NY GBL §7-108 (HSTPA 2019): inspection within 14 days
- Best practice: tenant present, photographs, itemized deductions
- Deductions only for damage beyond ordinary wear-and-tear
Why This Form Matters
Move-out inspection determines security deposit return amount. Without a matched move-in report and detailed move-out checklist, deposit disputes become ‘he said, she said’ – and most states place the burden of proving damage on the LANDLORD (CA §1950.5(g)(2), WA §59.18.280, NY GBL §7-108). Improper or insufficient documentation can result in: (1) refund of the full deposit; (2) statutory penalties (CA: 2× deposit + actual damages for bad-faith retention; TX: $100 + 3× wrongfully withheld + attorney fees under TPC §92.108); (3) attorney fees in many states. Best practice: use the same format as move-in report, conduct with tenant present, timestamped photos, specific dollar itemizations.
Best Practices
- Walk through together. Both landlord and tenant should be present at both move-in and move-out. The signed checklist is much stronger evidence than a unilateral one.
- Photograph everything. Time-stamped photos for every room, every wall, every appliance. Use a smartphone with location and timestamp metadata.
- Be specific in notes. “Small nail hole 3 inches above light switch in east wall” is much more useful than “minor damage.”
- Document pre-existing issues. If the unit has issues at move-in (faded paint, worn carpet), document them so the tenant isn’t blamed at move-out.
- Save the checklist for at least the statute of limitations. Disputes can arise years after move-out – keep the signed checklist and photos for at least 4 years (most states).
- Distinguish wear-and-tear from damage. Wear-and-tear is NOT chargeable. Document both, but only charge for actual damage beyond ordinary use.
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⚖ Legal Disclaimer
This checklist is provided for general informational purposes only and does not constitute legal advice. A signed checklist (with photos) is critical evidence in any security-deposit dispute. For state-specific guidance, visit HUD Tenant Rights. Consult a qualified United States attorney for high-value deposit disputes.
