Free North Dakota Move-In / Move-Out Inspection Checklist
A room-by-room inspection checklist that documents the rental unit at the start and end of the tenancy. Walk the property, rate every item, attach photos, then download a signable multi-page PDF. Under N.D. Cent. Code 47-16-07.1 your landlord must return the deposit or itemize deductions within 30 days.
A North Dakota move-in / move-out inspection checklist is the written, room-by-room record of a rental unit’s condition at the start of a tenancy and again at the end. It is the single most important document in any security deposit dispute, because under N.D. Cent. Code 47-16-07.1 it is the evidence that separates pre-existing conditions from tenant-caused damage. The landlord has 30 days after the tenant surrenders possession to return the deposit or mail an itemized statement of deductions, and a deposit withheld without reasonable justification exposes the landlord to treble damages. Fill out the form below for both walk-throughs, rate each item Good, Fair, Poor, or N/A, pair it with date-stamped photos, and download a signable PDF.
North Dakota Deposit & Inspection at a Glance
Governing Statute
N.D. Cent. Code 47-16-07.1
Deposit Return
30 Days, Itemized
Deposit Cap
One Month (Pet: Greater of $2,500 or Two Months)
Keep Records
4 Years Min
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 is often challenged, and photos without descriptions are ambiguous, but together they are the strongest possible defense in a North Dakota deposit dispute. Always do both, at move-in and again at move-out.
How to Conduct a North Dakota Move-In / Move-Out Inspection
The process is the same for both walk-throughs, and doing them identically is what makes the before-and-after comparison hold up. Give notice, offer a joint walk-through, rate every item, photograph everything, and sign. Run the exact same steps at move-out and compare item-by-item against the move-in baseline.
1. Give notice and schedule a joint walk-through
Notify the tenant of the inspection date and time and offer to walk the unit together. A joint walk-through lets both parties acknowledge each item in real time and cuts deposit disputes dramatically. North Dakota does not mandate a pre-move-out inspection, but offering one is best practice.
2. Prepare the checklist and supplies
Print the room-by-room checklist and bring a charged phone or camera, a flashlight, an outlet tester, and the signed lease so you can note exactly what was promised at the start of the tenancy. Have the move-in record in hand when you do the move-out walk.
3. Rate every item, room by room
Go through each room and mark every surface, appliance, and fixture Good, Fair, Poor, or N/A. Describe each Poor-rated item by exact location in the notes (“living room, three-inch hole in north wall near the outlet”) so the record is specific rather than vague.
4. Photograph each room and each defect
Take a wide shot of every room for context plus close-ups of each Poor-rated item, all date-stamped. Photograph the same items from the same angle at move-in and move-out so the comparison is unambiguous. A typical unit needs roughly fifty to seventy-five photos.
5. Sign, distribute, and retain
Have both parties sign the checklist, give the tenant a copy, and store the signed checklist and the photos together in a dated cloud backup. Keep the record for at least four years so it is available for any deposit accounting or dispute.
6. Repeat at move-out and compare
Run the identical walk-through after the tenant returns possession, compare against the move-in record, and separate ordinary wear and tear from chargeable damage before itemizing any deduction within the 30-day window set by N.D. Cent. Code 47-16-07.1.
Complete the North Dakota Move-In / Move-Out 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 the condition at the end of the tenancy). Both should be conducted with the tenant present whenever possible and paired with date-stamped photos. If you are also placing a new renter, start with thorough tenant screening so the next tenancy begins on solid footing.
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 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 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 any legal right.
Move-In vs. Move-Out Inspection: What’s the Difference?
The two walk-throughs use the same form but do very different jobs. The move-in inspection sets the baseline: it records the exact condition of the unit before the tenant takes possession, so nothing pre-existing can later be blamed on the tenant. Do it before the tenant receives keys, ideally together, and give the tenant a signed copy. The move-out inspection records the condition after the tenant removes belongings and returns possession, and it is compared item-by-item against the move-in record.
Only the difference between the two walk-throughs, beyond ordinary wear and tear, may be charged against the deposit. That is why running them identically matters so much: same rooms, same items, same camera angles. If the move-in record shows a wall rated Good and the move-out record shows a three-inch hole, the checklist and photos make the charge defensible. Without a move-in baseline, the landlord cannot prove the hole was not already there, and North Dakota’s security deposit rules put the burden on the landlord to justify every deduction.
How to Photograph the Unit
Photos are the second pillar of a defensible record, and technique matters. For each room, take a wide shot first for context, then move in for close-ups within a foot or two of any damage, using a coin or a ruler for scale when size is the issue. Make sure the device timestamp is on, and shoot in good light. A typical unit warrants roughly fifty to seventy-five photos across both walk-throughs.
The most valuable habit is consistency: photograph the same items from the same angle at move-in and move-out so the before-and-after pair is unmistakable. Bathrooms and kitchens generate the most disputes, so photograph grout, caulking, tub and shower surfaces, countertops, and every appliance, and actually test the stove, refrigerator, dishwasher, and disposal rather than eyeballing them. Store the photos with the signed checklist in one dated folder so nothing drifts apart before a dispute surfaces.
North Dakota’s 30-Day Deposit Return Deadline
North Dakota security deposit procedure is governed by N.D. Cent. Code 47-16-07.1. After the lease terminates and the tenant surrenders possession, the landlord has 30 days to deliver or mail the tenant either the full deposit or an itemized statement of deductions together with any balance owed. The statement goes to the last address the tenant furnished, so tenants should always leave a forwarding address.
- Deadline: 30 days after termination of the lease and delivery of possession.
- Itemization: any amount kept must be itemized in a written statement of deductions.
- Penalty: a deposit withheld without reasonable justification exposes the landlord to treble (triple) damages plus reasonable attorney fees.
- Interest: no interest is owed on the deposit if the occupancy was under nine months.
- Deposit cap: generally limited to one month’s rent; a separate pet security deposit may not exceed the greater of $2,500 or two months’ rent.
The checklist is what makes the itemized statement stick. When a tenant contests a deduction, the question is always the same: what is the evidence? A signed move-in and move-out checklist plus date-stamped photos answers it. For the accounting itself, use the North Dakota deposit itemization form and the deposit return letter.
Normal Wear and Tear vs. Damage in North Dakota
Only damage may be deducted from the deposit; ordinary wear and tear may not. North Dakota courts treat wear and tear as the natural, gradual deterioration of a unit from ordinary use over time. The checklist and photos are exactly what a court or mediator uses to tell the two apart, so classify honestly at both walk-throughs.
On the wear-and-tear side (not chargeable)
Faded paint after a few years, minor carpet wear in walking paths, small scuff marks near door knobs, minor nail holes from hanging pictures, and lightly worn finishes are the expected result of living in the unit and cannot be charged to the deposit.
On the damage side (chargeable)
Large holes in walls, carpet stains or burns, broken fixtures and appliances, pet urine damage, smoke damage from indoor smoking, missing items, and deliberate alterations are harm beyond ordinary use. These are chargeable when the move-in record shows the item was sound and the move-out record and photos show the harm.
Best Practices and Common North Dakota Mistakes
Best practices
- Walk through together. A checklist signed by both parties is far stronger than a one-sided one; offer a joint walk-through at both move-in and move-out.
- Photograph everything, consistently. Wide shots plus close-ups, same angle at move-in and move-out, timestamps on.
- Be specific in notes. “Three-inch hole in the north bedroom wall near the outlet” beats “wall damage.”
- Document pre-existing conditions. Record worn carpet or faded paint at move-in so the tenant is not blamed at move-out.
- Keep records four-plus years. Store the signed checklist and photos together in a dated cloud backup.
- Screen first. The cleanest move-outs come from tenants who were screened thoroughly before the tenancy began.
Common mistakes that cost landlords the deposit
- Skipping the move-in inspection, so there is no baseline to prove damage occurred during the tenancy.
- Collecting a base deposit above one month’s rent, or a pet security deposit above the greater of $2,500 or two months’ rent, contrary to N.D. Cent. Code 47-16-07.1.
- Commingling the deposit with operating funds instead of holding it separately.
- Missing the 30-day itemization deadline, which forfeits the right to retain any portion of the deposit.
- Vague itemization with no specific damage descriptions or supporting photos.
Bottom line
Run the same room-by-room walk-through at move-in and move-out, rate every item, and pair the signed checklist with date-stamped photos shot from the same angles. That paired record is what separates chargeable damage from non-chargeable wear and tear and what makes a deduction defensible. Under N.D. Cent. Code 47-16-07.1 the landlord must return the deposit or mail an itemized statement within 30 days, and withholding without justification risks treble damages. Keep the checklist and photos four-plus years.
Frequently Asked Questions
What is a North Dakota move-in / move-out checklist?
It 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 N.D. Cent. Code 47-16-07.1 it is the evidentiary foundation for any security deposit deduction, because it distinguishes pre-existing conditions from tenant-caused damage. Use the same form for both walk-throughs, rate every item Good, Fair, Poor, or N/A, and pair it with date-stamped photos.
Does a move-in / move-out checklist actually protect my security deposit?
Yes. The checklist is the single strongest piece of evidence in a deposit dispute for both sides. For the landlord it proves that observed damage happened during the tenancy and is therefore chargeable; for the tenant it proves a condition existed at move-in and cannot be charged. A signed checklist paired with date-stamped photos is far harder to challenge than either one alone.
How many days does a North Dakota landlord have to return the security deposit?
Thirty days. Under N.D. Cent. Code 47-16-07.1 the landlord must deliver or mail the full deposit, or an itemized statement of deductions plus any balance due, within thirty days after termination of the lease and the tenant’s surrender of possession. Withholding any amount without reasonable justification exposes the landlord to treble (triple) damages. No interest is owed if the occupancy was under nine months.
When should the move-out inspection be done?
Do the final move-out inspection after the tenant has removed belongings and returned possession, ideally on the day the keys come back so the unit’s condition is frozen in the record. North Dakota does not require a pre-move-out inspection, but offering a joint walk-through shortly before the end of the tenancy gives the tenant a chance to cure minor issues and reduces disputes.
Do I need photos, or is the written checklist enough?
Use both. The written checklist and date-stamped photos are two pillars of a defensible deposit claim, and each is weaker alone. Take a wide shot of every room plus close-ups of any damage, roughly fifty to seventy-five photos for a typical unit, and shoot the same items from the same angle at move-in and move-out so the before-and-after comparison is clear. Keep the photos with the checklist.
What is the difference between the move-in and move-out inspection?
The move-in inspection sets the baseline: it records the exact condition of the unit before the tenant takes possession, so nothing pre-existing can later be blamed on the tenant. The move-out inspection records the condition after the tenant leaves and is compared item-by-item against the move-in record. Only the difference between the two, beyond ordinary wear and tear, may be charged against the deposit.
What can a North Dakota landlord deduct from the deposit?
Permissible deductions are generally limited to unpaid rent, repair of damage caused by the tenant or the tenant’s guests beyond ordinary wear and tear, reasonable cleaning to return the unit to its move-in level of cleanliness, and other amounts authorized by the lease and consistent with N.D. Cent. Code 47-16-07.1. Normal wear and tear, such as faded paint, minor carpet wear in traffic lanes, and small nail holes, is never deductible.
What is the difference between normal wear and tear and damage in North Dakota?
Normal wear and tear is the natural, gradual deterioration of the unit from ordinary use over time: faded paint, minor carpet wear in walking paths, small scuffs at door knobs, and minor nail holes from hanging pictures. Damage is harm beyond ordinary use: large holes in walls, carpet stains or burns, broken fixtures, pet urine damage, smoke damage, missing items, and deliberate alterations. Only damage may be deducted, and the checklist plus photos is what proves the difference.
How long should I keep the checklist and photos?
Keep the signed move-in and move-out checklist and all supporting photos for at least four years from the end of the tenancy. North Dakota’s statute of limitations for a written contract runs several years, so four years comfortably covers a deposit or damage claim. Store the originals in a dated cloud backup so the timestamps are preserved.
Prevent move-out disputes before they start
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