Free New Mexico Move-In / Move-Out Inspection Checklist
The same room-by-room form for the move-in and the move-out walk-through. Rate every room, record utility meters, attach photos, and download a signable multi-page PDF. Documenting condition is how you protect the deposit under N.M. Stat. §47-8-18 (30-day return).
A New Mexico move-in / move-out checklist is a written, room-by-room record of a rental unit’s condition at the start of the tenancy and again at the end. You use the same form twice: once at move-in to set the baseline, once at move-out to compare. Under N.M. Stat. §47-8-18, the landlord must return the deposit or deliver an itemized written statement of deductions within 30 days of the tenancy ending, and the checklist — paired with date-stamped photos — is the evidence that separates deductible damage from non-deductible wear and tear. Build yours below, and keep it four years.
New Mexico Deposit & Documentation at a Glance
Governing Statute
N.M. Stat. §47-8-18
Deposit Return
30 Days + Itemized
Deposit Cap
1 Month (term under 1 yr)
Keep Records
4 Years Min
The Two-Pillar Documentation Standard
A defensible New Mexico 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 at the same time. The checklist alone is often challenged, and photos without written descriptions are ambiguous — but together they are very hard to dispute. Always do both, at move-in and at move-out.
How to Run a New Mexico Move-In and Move-Out Inspection
1. Inspect at move-in
On the day the tenant takes possession, walk the unit room by room, rate every surface, appliance, and fixture, photograph everything, and have both parties sign. This baseline is what the whole tenancy is measured against.
2. File the signed baseline
Keep the signed move-in checklist and photos together and give the tenant a copy. This record is what later proves a condition was pre-existing rather than tenant-caused.
3. Offer a pre-move-out walk-through
A week or two before move-out, offer a joint walk-through so the tenant can see and cure problems. New Mexico does not require it, but it removes most disputes before they start.
4. Do the final move-out inspection
After the keys are returned and the unit is empty, repeat the walk-through on the same form and compare each item to its move-in rating to separate ordinary wear and tear from chargeable damage.
5. Record utility meter readings
Read and photograph the electric, gas, and water meters at both move-in and move-out so final usage is attributed to the correct party and never billed to the next tenant.
6. Separate wear and tear from damage
Charge the deposit only for damage beyond ordinary use. Under §47-8-18, normal wear and tear can never be deducted, so document both the move-in and move-out condition to prove the difference.
7. Return the deposit within thirty days
Deliver the itemized written statement of deductions and the balance within 30 days of termination or the tenant’s departure, whichever is later, and keep the checklist, photos, and receipts at least four years.
Build Your New Mexico Checklist
Complete the fields below to generate a printable, room-by-room New Mexico move-in / move-out inspection checklist as a multi-page PDF. Use the same form for both walk-throughs — choose the inspection type, rate each item, and describe any Poor-rated item precisely in the notes. Conduct each walk-through with the tenant present when possible and pair it with date-stamped photos. If you are also placing a new renter, start with thorough tenant screening and solid move-in condition documentation.
1. Parties & Tenancy
2. Property
3. Room-by-Room Condition
For each item choose Good (no defects), Fair (minor wear), Poor (visible damage), or N/A (not present). Describe every Poor-rated item in the notes below and photograph it.
4. Photo Documentation
Date-stamped photos are the second pillar of any defensible deposit claim. Photograph each room, each Poor-rated item, and each utility meter. Retain the photos at least four years in a dated cloud backup.
5. Signatures
Both parties should sign and retain a copy. A tenant signature acknowledges the accuracy of the inspection findings; it is not a waiver of legal rights.
Move-In vs. Move-Out: One Form, Two Walk-Throughs
The move-in / move-out checklist is a single document used at two moments. At move-in, on the day the tenant takes possession, it establishes the baseline: the condition every item was in before the tenant ever used it. At move-out, after the keys are returned and the unit is empty, you repeat the identical walk-through and compare each item to its move-in rating. The gap between the two ratings — and nothing else — is what can be charged to the security deposit. A condition that was already Poor at move-in cannot be billed to a departing tenant, which is exactly why the baseline matters so much.
New Mexico does not require a formal pre-move-out inspection the way California does, but offering an interim walk-through a week or two before the tenant leaves is a proven way to cut disputes. It gives the tenant a written, itemized chance to clean or repair before the final inspection, and it means nothing on the move-out list is a surprise. Choose the Inspection Type at the top of the form — Move-In, Pre-Move-Out, or Final Move-Out — so each PDF is labeled for the moment it documents.
What to Inspect, Room by Room
A complete checklist walks every room and rates the fixed elements — walls and paint, flooring, ceilings, windows and screens, doors and hardware, light fixtures, and outlets — plus the appliances and systems in each space. In the kitchen, test the refrigerator, stove and oven, microwave, dishwasher, and garbage disposal, and note the countertops, cabinets, and sink. In each bathroom, check the toilet, sink and vanity, tub and shower, grout and caulking, mirror, and exhaust fan, and look specifically for mildew and water damage. Do not skip the common areas and exterior: HVAC and heating, the water heater, laundry hookups, patio or balcony, garage or parking, the yard, mailbox and keys, and window locks.
Utility Meter Readings — the Step Most Checklists Miss
Record the electric, gas, and water meter readings at both move-in and move-out, and photograph each meter with a date stamp. Meter readings do two things: they attribute final usage to the correct party, and they stop a departing tenant’s last billing cycle from landing on the next tenant or on you. There is a notes field on the form for the readings, and you should keep the meter photos with the room photos. This single step resolves a surprising share of end-of-tenancy utility disputes.
Safety Systems Are Not Optional
Confirm that smoke and carbon monoxide detectors are present and operating and that window locks and entry hardware are secure. Working detectors are a life-safety item and a habitability expectation, and re-keying or confirming the locks between tenants is basic risk management. Rate these on the checklist like any other item, and flag any Poor rating for immediate repair.
Normal Wear and Tear vs. Damage in New Mexico
Under N.M. Stat. §47-8-18, no part of the deposit may be retained to cover normal wear and tear. New Mexico courts treat wear and tear as the gradual, expected deterioration of a unit from ordinary use over time. Damage is harm beyond that ordinary use. The move-in and move-out checklist, plus photos, is the evidence that proves which side of the line a given condition falls on.
Wear and Tear (not deductible)
- Faded or lightly scuffed paint after years of use
- Minor carpet wear in walkways and traffic lanes
- Small nail or pin holes from hanging pictures
- Loose grout or minor caulk shrinkage over time
- Lightly worn door hardware and hinges
Damage (deductible)
- Large holes, gouges, or unapproved wall alterations
- Carpet stains, burns, or pet-urine saturation
- Broken fixtures, appliances, windows, or doors
- Smoke damage from indoor smoking
- Missing items or excessive filth beyond ordinary cleaning
New Mexico Security-Deposit Rules the Checklist Protects
The reason this checklist matters legally is the deposit accounting that follows a move-out. New Mexico’s rules under N.M. Stat. §47-8-18 are specific:
- 30-day return with itemization. When the owner keeps any part of the deposit, the owner must give the resident an itemized written list of the deductions and the balance of the deposit within thirty days of the termination of the rental agreement or the resident’s departure, whichever is later. Mailing the statement and any balance to the resident’s last known address satisfies the requirement.
- Deposit cap. For a term shorter than one year, the owner may not demand or receive a deposit greater than one month’s rent. For a term of one year or more there is no one-month cap, but if the deposit exceeds one month’s rent the owner must pay the resident annual interest on it at the passbook rate. New Mexico’s law does not simply “double” the cap to two months.
- No charge for wear and tear. The statute bars retaining any deposit to cover normal wear and tear.
- Consequences of missing the deadline. Failing to provide the itemized statement within thirty days forfeits the right to withhold, and wrongful retention can expose the landlord to statutory damages of two hundred fifty dollars plus reasonable attorney fees and costs.
For the full framework, see the New Mexico security deposit laws guide. When it is time to return the deposit, use the New Mexico security deposit return letter and the itemized deductions form, both built to the same statute.
Best Practices for a Dispute-Proof Record
- Walk through together. Both parties present at move-in and move-out makes a signed checklist far stronger than a unilateral one.
- Photograph everything. Date-stamped photos of every room, every Poor-rated item, and every utility meter.
- Be specific in notes. “Three-inch hole in the north living-room wall near the outlet” beats “wall damage.”
- Document pre-existing conditions. Record faded paint or worn carpet at move-in so the tenant is not blamed at move-out.
- Record the meters. Electric, gas, and water at both walk-throughs.
- Keep records four years. Disputes surface long after move-out; retain the signed checklist and photos at least four years.
- Charge only for damage. Never deduct for ordinary wear and tear, and always meet the 30-day deadline.
Screening Is the Cheapest Move-Out Insurance
The cleanest move-outs come from tenants who were screened carefully at the application stage. A verifiable rental and payment history, stable income, and a clean eviction record are the strongest predictors of a unit returned in good condition. Our tenant screening report covers credit, eviction filings, criminal background, and employment — the comprehensive screen that catches most red flags before the tenancy ever begins.
Bottom line
Use the same room-by-room form at move-in and move-out, rate every item, record the utility meters, and back it with date-stamped photos — the two-pillar record is what wins deposit disputes. Charge only for damage beyond ordinary wear and tear, return the deposit with an itemized statement within 30 days under N.M. Stat. §47-8-18, and keep the whole record four years.
Frequently Asked Questions
What is a New Mexico move-in / move-out checklist?
A New Mexico move-in / move-out checklist is a written, room-by-room record of the condition of a rental unit at the start of the tenancy (move-in) and again at the end (move-out). The same form is used for both walk-throughs. Under N.M. Stat. §47-8-18 it is the evidentiary foundation for any security-deposit deduction, because it distinguishes a pre-existing condition from tenant-caused damage.
How many days does a New Mexico landlord have to return the security deposit?
Thirty days. Under N.M. Stat. §47-8-18, the owner must deliver an itemized written list of any deductions and the balance of the deposit within thirty days of the termination of the rental agreement or the resident’s departure, whichever is later. Missing that deadline forfeits the right to withhold and can expose the landlord to statutory damages of two hundred fifty dollars plus reasonable attorney fees.
When should I do the move-out inspection?
Do the move-in inspection on the day the tenant takes possession, and do the final move-out inspection right after the tenant returns the keys and the unit is empty. New Mexico does not require a pre-move-out inspection, but offering a joint walk-through a week or two before move-out lets the tenant cure problems and heads off most disputes.
Do I need photos, or is the written checklist enough?
Use both. The strongest defense in a deposit dispute is the two-pillar record: this written, signed room-by-room checklist plus date-stamped photographs of the same items taken at the same time. A checklist without photos can be challenged, and photos without descriptions are ambiguous; together they are hard to dispute.
What is normal wear and tear versus damage in New Mexico?
Normal wear and tear is the gradual deterioration expected from ordinary use, such as faded paint, minor carpet wear in walkways, small scuffs, and tiny nail holes, and under N.M. Stat. §47-8-18 it can never be charged to the deposit. Damage is harm beyond ordinary use, such as large holes, carpet stains or burns, broken fixtures, pet urine, or smoke damage, and it is deductible. The move-in and move-out checklist plus photos are what prove which is which.
Should I record utility meter readings?
Yes. Record the electric, gas, and water meter readings at both move-in and move-out and photograph each meter. Meter readings close out utility responsibility cleanly and prevent a departing tenant’s final usage from being billed to the next tenant or to you.
What can a New Mexico landlord deduct from the deposit?
Deductions are generally limited to unpaid rent, the cost of repairing tenant-caused damage beyond ordinary wear and tear, reasonable cleaning to return the unit to its move-in condition, and other amounts the lease authorizes. New Mexico caps the deposit at one month’s rent for a term shorter than one year; for a term of one year or more there is no one-month cap, but the owner must pay annual interest on any amount above one month’s rent.
How long should I keep the checklist and photos?
Keep the signed checklist and the supporting photos for at least four years after the tenancy ends. New Mexico’s limitations period for a written-contract claim runs several years, and four years comfortably covers a deposit dispute. Store the originals in a dated cloud backup so the timestamps are preserved.
Prevent move-out disputes at move-in
A documented walk-through protects both sides, but the cleanest move-outs start with the right tenant. Tenant Screening Background Check has verified New Mexico renters since 2004 — credit, eviction filings, criminal background, and employment — with no monthly fees.
Related New Mexico Forms & Guides
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