Free New York Move-In / Move-Out Inspection Checklist
Document the rental unit room by room at the start AND end of the tenancy. Aligned to N.Y. Gen. Oblig. Law §7-108, which gives the landlord 14 days to return the deposit or itemize deductions. Fill it in below and download a signable multi-page PDF.
A New York move-in / move-out inspection checklist is the written, room-by-room record of a rental unit’s condition at the start of the tenancy and again at the end. It is the evidentiary foundation for any security deposit deduction under N.Y. Gen. Oblig. Law §7-108, which gives the landlord only 14 days after the tenant vacates to return the deposit or send an itemized statement of deductions. Paired with date-stamped photos, the checklist is what separates chargeable damage from non-chargeable ordinary wear and tear — and the single strongest document either side can carry into a deposit dispute.
New York Deposit Rules at a Glance
Return Deadline
14 Days
Statute
GOL §7-108
Deposit Cap
One Month’s Rent
Keep Records
4 Years Min
Wear and Tear vs. Damage — the Critical Distinction
Ordinary wear and tear is NOT chargeable against the deposit in New York. Faded paint, minor carpet wear in walking paths, small scuffs at door knobs, and minor nail holes generally fall on the wear-and-tear side. Damage beyond ordinary use IS chargeable: large holes, carpet stains or burns, broken fixtures, pet urine damage, smoke damage, missing items, and deliberate alterations. Record both the move-in baseline and the move-out condition, with photos, so the distinction is provable.
How to Complete the Checklist
1. Schedule the walk-through with the tenant present
Do the inspection with the tenant present whenever possible. At move-in, walk the unit before the tenant takes possession; at move-out, walk it after belongings are removed and keys returned. On request, New York also requires the landlord to offer a joint pre-move-out inspection.
2. Rate every item room by room
Go through each room and mark every surface, fixture, and appliance as Good, Fair, Poor, or N/A. Rate the same items at move-in and again at move-out so the two records line up cleanly for comparison.
3. Write specific notes for anything not Good
Describe each Poor or Fair item by exact location — for example, “three-inch hole in the north wall of the living room near the outlet.” Precise notes beat vague ones every time a claim is challenged.
4. Take date-stamped photos of every room
Photograph each room and every Poor-rated item. The written checklist plus date-stamped photos is the two-pillar evidence standard that distinguishes tenant damage from ordinary wear and tear.
5. Sign, exchange, and retain
Have both parties sign and keep a copy. Retain the signed checklist and photos for at least four years to support any later deposit claim or defense.
6. Compare move-in to move-out and account for the deposit
At move-out, compare the two records side by side. Charge the deposit only for damage beyond ordinary wear and tear, and return the balance with an itemized statement within 14 days under GOL §7-108.
Build Your New York Checklist
Complete the fields below to generate a printable, room-by-room inspection checklist as a multi-page PDF. Use the same form for the move-in walk-through (which establishes the baseline condition) and the move-out walk-through (which documents condition at the end of the tenancy). Conduct both with the tenant present whenever possible, and pair both with date-stamped photographs. If you are also placing a new renter, start with thorough tenant screening — the cleanest move-outs come from tenants vetted at move-in.
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.
4. Photo Documentation
Date-stamped photos are the second pillar of any defensible deposit claim. Photograph each room AND each Poor-rated item, and keep the images for at least four years in 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).
New York’s Distinctive Deposit Framework
The New York move-in / move-out process is anchored to N.Y. Gen. Oblig. Law §7-108, overhauled by the Housing Stability and Tenant Protection Act (HSTPA) of 2019. The written checklist is the documentary spine of that framework: it establishes the baseline condition at move-in, creates a contemporaneous record at each later inspection, and supplies the evidentiary support for any deposit deduction the landlord may claim. For the full statutory picture, see the New York security deposit laws guide.
The checklist serves both sides. For the landlord, it proves that observed damage arose during the tenancy (and is therefore deductible) rather than pre-existing (and not deductible). For the tenant, it proves the landlord cannot reach 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.
The 14-Day Deposit Return Deadline
Under GOL §7-108(1-e), within 14 days after the tenant vacates the landlord must return the deposit or deliver an itemized statement of deductions with any remaining balance. The clock starts on the vacatur date, not on receipt of a forwarding address. Best practice is to obtain the tenant’s forwarding address in writing at move-out, but the absence of one does not extend the deadline. Send the itemized statement and balance to the last known address by certified mail and keep proof of mailing.
Absolute Forfeiture and the Bad-Faith Standard
Failure to provide the itemized statement and remaining balance within 14 days forfeits the landlord’s right to retain any portion of the deposit. This forfeiture is absolute — even legitimate damages cannot be recovered once the deadline passes (Colon v. Martin, 35 N.Y.3d 75). A willful, bad-faith violation of §7-108 additionally exposes the landlord to punitive damages of up to twice the amount of the deposit under §7-108(1-a)(g).
The Pre-Move-Out Inspection Right Landlords Miss
HSTPA cre