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 created a statutory pre-move-out inspection right under GOL §7-108(1-a)(d). On the tenant’s request, the landlord must offer a joint inspection held no earlier than two weeks and no later than one week before the tenancy ends, giving at least 48 hours of written notice of the date and time. After the inspection the landlord provides an itemized statement of conditions that could lead to deductions, and the tenant may cure them before vacating — and avoid those deductions entirely. Failing to offer the inspection can bar the landlord from deducting for any condition that was not disclosed at inspection.
Permissible Deductions Under GOL §7-108
New York limits deductions to a narrow set of categories: (1) unpaid rent, (2) the cost to repair damage caused by the tenant beyond ordinary wear and tear, (3) reasonable cleaning to return the unit to the level of cleanliness at the start of the tenancy, and (4) other amounts authorized by the lease and consistent with §7-108. The itemized statement must describe each deduction specifically and include receipts for completed work or estimates for work to be done — “cleaning, two hundred dollars” is not enough; “deep cleaning of the kitchen, grease buildup on range hood and cabinets beyond normal use, two hundred dollars” is. Normal wear and tear is never deductible.
The Deposit Cap and Interest Rules
HSTPA also capped the security deposit at one month’s rent statewide for both regulated and unregulated tenancies, and prohibited stacking first month, last month, and a separate security deposit. For deposits held on units in buildings of six or more units, the landlord must place the deposit in a New York interest-bearing account and pay the tenant the interest earned, less an administrative fee of up to one percent per year. Document the deposit amount and where it is held so the move-out accounting is clean.
Move-In vs. Move-Out: Use One Checklist for Both
The checklist works only when the move-in and move-out records line up. Rate the same items with the same scale at both ends of the tenancy, then compare them side by side at move-out. A move-out rating of “Poor” only supports a deduction if the move-in record shows the item started in better condition. This side-by-side comparison — backed by the photos from both walk-throughs — is what turns a subjective judgment call into provable, itemizable damage.
Tenant Screening: the First Line of Defense
The most reliable way to minimize move-out disputes is to screen tenants thoroughly at the application stage. Clean credit, verifiable employment, and a clear eviction history are the strongest predictors of a clean move-out. A comprehensive tenant screening report covering credit, eviction filings, criminal background, and employment verification catches most red flags before the tenancy ever begins — long before a deposit dispute is possible.
Local New York Jurisdictions
Some localities add procedural requirements on top of GOL §7-108, so confirm local rules before finalizing the accounting:
- New York City — the city’s housing rules mirror the 14-day return and add tenant-protection layers, including a right to counsel in Housing Court.
- Albany, Buffalo, Rochester — local tenant-protection ordinances may impose extra notice or registration requirements.
- Rent-stabilized units — additional rules on deposits and renewals may apply; verify before deducting.
Bottom line
Walk the unit room by room at both move-in and move-out, rate every item on the same scale, write specific notes, and back it all with date-stamped photos. 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 — miss that deadline and you forfeit the entire deposit. Offer the statutory pre-move-out inspection on request, and keep the signed checklist and photos for four-plus years.
Frequently Asked Questions
What is a New York move-in / move-out checklist?
A New York 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). It is the evidentiary foundation for any security deposit deduction under N.Y. Gen. Oblig. Law §7-108. Because it documents condition at both ends, it distinguishes pre-existing conditions from tenant-caused damage and protects both the landlord and the tenant.
How many days does a New York landlord have to return the security deposit?
Fourteen days. Under GOL §7-108(1-e), within 14 days after the tenant vacates the landlord must return the deposit or provide an itemized statement of deductions plus any remaining balance. The clock starts on the vacatur date, not on receipt of a forwarding address. A landlord who misses the 14-day deadline forfeits the right to retain any portion of the deposit.
Does New York require a pre-move-out inspection, and how much notice?
Yes. Under GOL §7-108(1-a)(d), on the tenant’s request the landlord must offer a joint pre-move-out inspection. It must be held no earlier than two weeks and no later than one week before the tenancy ends, and the landlord must give at least 48 hours of written notice of the date and time. After the inspection the landlord gives the tenant an itemized statement of conditions to cure, and the tenant may fix them before moving out to avoid the deductions.
When should I do the move-out inspection?
Do the final move-out inspection after the tenant has removed all belongings and returned the keys, ideally on the last day of the tenancy with the tenant present. Do the optional pre-move-out inspection one to two weeks earlier so the tenant still has time to cure any issues. Using the same checklist for the move-in baseline and the move-out walk-through is what makes a deduction defensible.
Do I need photos, or is the written checklist enough?
Take photos. A defensible deposit claim rests on two pillars: this signed room-by-room checklist and date-stamped photographs of the same items at the same time. The checklist alone is often challenged, and photos without descriptions are ambiguous, but together they are the strongest defense. Photograph every room and every Poor-rated item and keep the images for at least four years.
What is the difference between normal wear and tear and damage in New York?
New York courts treat ordinary wear and tear as the natural, gradual decline of a unit from normal use: faded paint, minor carpet wear in walking paths, small scuffs at door knobs, and minor nail holes. Damage is harm beyond ordinary use: large holes, carpet stains or burns, broken fixtures, pet urine damage, smoke damage, missing items, or deliberate alterations. A landlord may deduct only for damage, never for wear and tear, and the move-in / move-out checklist plus photos is what separates the two.
What can a New York landlord deduct from the security deposit?
Permissible deductions are generally limited to unpaid rent, the cost to repair damage caused by the tenant beyond ordinary wear and tear, reasonable cleaning to return the unit to its condition at the start of the tenancy, and other amounts authorized by the lease and consistent with GOL §7-108. The itemized statement must describe each deduction specifically and include receipts or estimates. Normal wear and tear is never deductible.
What happens if my New York landlord misses the fourteen-day deadline?
The landlord forfeits the right to retain any portion of the deposit, even for legitimate damage, once the 14-day deadline passes (Colon v. Martin, 35 N.Y.3d 75). A willful, bad-faith violation of §7-108 also exposes the landlord to punitive damages of up to twice the amount of the deposit under §7-108(1-a)(g). New York also caps the deposit at one month’s rent and bars stacking first month, last month, and a security deposit.
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 New York renters since 2004 — credit, eviction filings, criminal background, and employment verification, with no monthly fees. The single best move-out protection is choosing the right tenant at move-in.
Related New York Forms & Guides
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