Free Puerto Rico Move-In / Move-Out Inspection Checklist

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A room-by-room move-in and move-out inspection checklist built for Puerto Rico. Document the unit at the start and end of the tenancy, then download a signable multi-page PDF. Aligned to the 2020 Civil Code (Ley Num. 55-2020) deposit-return framework.

Puerto Rico 2020 Civil Code 30-Day Return Free PDF 2026 Edition

A Puerto Rico move-in / move-out inspection checklist is a written, room-by-room record of a rental’s condition at the start of the tenancy and again at the end. Under the 2020 Civil Code (Ley Num. 55-2020), that documentation is the evidence that separates deductible damage from non-deductible ordinary wear and tear — and it is what supports the itemized statement of deductions the landlord must furnish when the deposit is returned. Complete the same checklist twice: once at move-in to set the baseline, once at move-out to compare. A signed checklist paired with parallel photographs is the single strongest protection for the security deposit on both sides.

Complete the fields below to generate a room-by-room Puerto Rico move-in / move-out inspection checklist as a multi-page PDF. Choose the inspection type (move-in, pre-move-out, or move-out), rate each area, and add specific notes for anything other than Good. Pair every walkthrough with date-stamped photos. When you are done, download the signable PDF and give the tenant a copy. If you are also placing a new renter, start with thorough tenant screening — the cleanest move-outs come from tenants screened carefully at move-in.

The generated document is built to be walked through and signed on the spot. It opens with a cover block capturing the inspection type, date, property address, the parties, and the lease dates, followed by a short statutory reminder about the deposit-return and itemization framework. Then it lays out each room as its own section with the four-level condition rating you selected (good, fair, poor, or damaged) and your specific notes, a dedicated block for the common safety items (smoke and carbon monoxide detectors, HVAC, water heater, locks and keys), a photo-log reference line, an additional-notes area, and dual signature lines for the landlord and tenant. Rooms left blank are skipped, so the finished PDF only prints the areas you actually inspected — keep the file with your photographs as a single evidence package.

A Puerto Rico Move-In/Move-Out Checklist is the comprehensive document a landlord and tenant create at the start of the tenancy and again at the end to record the property’s condition. It is the universal best practice in Puerto Rico residential rentals — not a specific statutory form — because the 2020 Civil Code (Ley Num. 55-2020) frames the security deposit return decision around the property’s condition at move-out compared to its condition at move-in.

The document accomplishes three things at once. First, it creates the contemporaneous baseline of property condition. The room-by-room inspection — walls, floors, ceilings, windows, doors, fixtures, appliances, exterior areas — captures the state of the unit at a specific point in time, signed by both parties and supported by photographs. Without this baseline, the landlord at move-out has no way to prove that damage existed when the tenant left but not when they arrived.

Second, the checklist protects both parties. The tenant gets a record that pre-existing conditions cannot be charged against the security deposit. The landlord gets a record that move-out damage is documented against a known baseline. When the document is completed contemporaneously, signed by both parties, and supported by parallel photographs, it is the strongest evidence either party can produce in a later dispute.

Third, the document drives the security deposit return decision. The landlord must return the deposit, less any allowable deductions, and provide an itemized statement of those deductions after the tenant vacates. The move-in/move-out checklist is the foundational evidence for any deduction — it is what proves that damage existed at move-out and not at move-in. Without it, deductions are exposed to claims of unsupported retention.

Puerto Rico’s residential lease relationship — including the security deposit — is governed by the 2020 Civil Code (Ley Num. 55-2020), the code that replaced the 1930 Civil Code and now sets the rules for arrendamiento (lease) and fianza (deposit/guarantee) obligations. The move-in/move-out checklist is not itself a required form, but the code’s return-and-itemization framework rests entirely on the condition baseline the checklist establishes.

Return window — within thirty days. Puerto Rico’s widely cited standard is that the landlord must return the security deposit, less any allowable deductions, or deliver an itemized statement of deductions with the remaining balance, within thirty days after the lease ends and the tenant vacates. The clock runs from surrender of possession, not from the lease-end date or the date notice was given. Missing that window — or returning the deposit without the required itemization — exposes the landlord to a claim for the withheld amount.

The no-deduction nuance. Some Puerto Rico sources describe a shorter window — on the order of ten days — for a full refund where the landlord makes no deductions, with the tenant able to request copies of any expense receipts within roughly fifteen days. Because the figures vary by source and by lease terms, confirm the exact deadline against the current 2020 Civil Code and the specific lease before withholding or returning any amount.

Itemization requirement. When the landlord makes deductions, the return must be accompanied by an itemized statement. Each deduction must be specifically described with the amount and the underlying property condition. Generic descriptions (“cleaning”) without specifics (“oven cleaning per attached invoice”) do not satisfy the itemization purpose — and the move-in/move-out checklist plus photographs is what makes each described deduction provable. When it is time to return the deposit, pair this checklist with a Puerto Rico security deposit itemization form so each charge traces back to a documented, photographed condition, and read the full Puerto Rico security deposit laws guide for the deduction and timing rules in context.

Habitability baseline. Independent of the deposit framework, every Puerto Rico residential rental must meet the lessor’s habitability obligations under the 2020 Civil Code. Conditions noted at move-in that fall below the habitability standard create a separate landlord obligation to repair, regardless of what the checklist documents. The checklist captures the condition; habitability law controls whether that condition is acceptable for habitation.

Fair housing. The federal Fair Housing Act (42 U.S.C. Section 3601 et seq.) and Puerto Rico fair housing law prohibit deposit-handling decisions that target tenants based on race, religion, national origin, familial status, disability, or other protected characteristics. Disparate-impact analysis can also reach facially neutral patterns of deposit deductions that disproportionately affect a protected class.

The checklist is used at three distinct points in the tenancy: move-in, an optional pre-move-out walkthrough, and move-out. Each use has its own procedure and evidentiary purpose.

Move-in walkthrough

The move-in walkthrough should happen on or near the date of key handover, with both the landlord (or authorized agent) and the tenant physically present. The tenant’s contemporaneous review of the document is what makes it admissible and persuasive in any later dispute. A walkthrough completed by the landlord alone, without the tenant present, is much weaker evidence — the tenant can credibly testify they never saw or agreed to the documented condition.

Walk every room together. The landlord describes what the document says about each item; the tenant agrees, disagrees, or notes additional conditions. Take photographs as you go — every room from at least two angles, plus close-ups of any noted condition. Both parties sign and date the completed document. The landlord retains the original; the tenant gets a copy immediately. If the tenant cannot be present, reschedule — do not proceed without them.

Move-out walkthrough

The move-out walkthrough should happen on or near the date the tenant vacates, again with both parties physically present. The landlord uses the same comprehensive checklist to record the condition of every room and item. The comparison to the move-in baseline is what supports any security-deposit deduction: damage that did not exist at move-in is the foundation for a deduction; pre-existing conditions or normal wear are not.

Take parallel photographs from the same angles used at move-in. The side-by-side comparison is what makes the deduction case. Both parties sign and date the completed move-out document. The tenant gets a copy. The landlord retains the original with the move-in document, both sets of photographs, and any receipts or estimates for repair work — this evidence package is what supports the itemized statement.

Routine mid-tenancy inspections

Between move-in and move-out, a periodic inspection — typically quarterly or semi-annually — lets the landlord catch maintenance issues early and confirm the unit is being cared for. Because these are entries into an occupied home, provide the tenant reasonable advance notice and inspect at a reasonable time; a common courtesy standard is roughly 24 hours’ notice absent an emergency. A routine inspection is not a substitute for the move-in and move-out walkthroughs — it is an interim record. Use the same room-by-room ratings and photographs so the routine notes slot cleanly into the same evidence file, and give the tenant a copy of anything you document.

Document retention

Retain the completed move-in checklist, move-out checklist, all photographs, and all receipts and estimates for at least four years from the move-out date. For deposit disputes that proceed to small-claims court, the documentation packet is the entire case — the party with better records almost always prevails.

The reason to be disciplined about all of this is economic. A clean, photographed, jointly signed checklist prevents most disputes before they start; a sloppy or missing one turns a routine move-out into a contested claim. The same discipline pays off before the tenancy even begins: the cleanest move-outs come from tenants screened carefully at the application stage. You can start tenant screening to check credit, eviction filings, and background before you hand over keys, and compare report options to choose the depth of report that fits the tenancy.

A comprehensive walkthrough covers every room of the unit plus common items that span multiple rooms. The standard room-by-room inventory below is the universal best practice for Puerto Rico rentals; specific properties may have additional rooms (a den, an office, a laundry) that should be inspected with the same protocol.

Living room and dining room

Walls: condition, paint, holes, marks, scuffs. Floors: tile, hardwood, condition, stains, scratches, gaps. Ceiling: condition, water stains, cracks. Windows: glass intact, screens present, latches functional. Doors: latches, hinges, paint, condition. Light fixtures: functional, bulbs present. Outlets and switches: functional, covers present. Closets: shelving, doors, condition.

Kitchen

Cabinets and drawers: doors, hinges, hardware, interior condition. Countertops: condition, stains, chips, burns. Sink and faucet: condition, drainage, leaks. Stove and oven: burner condition, oven interior, control knobs. Refrigerator: exterior, interior, shelving, drawers. Microwave: exterior, interior, controls. Dishwasher: interior, racks, controls, drainage. Floor: condition, stains, gaps. Walls and ceiling: condition, grease accumulation, paint.

Bathrooms

Each bathroom should be inspected separately. Sink and faucet: condition, drainage, leaks, fixtures. Toilet: base, tank, seat, flush mechanism, leaks. Tub and/or shower: condition, caulking, tile, drainage, fixtures. Mirror and medicine cabinet: condition, mounting. Floor: condition, water damage, sealant. Walls and ceiling: condition, mold, water stains, ventilation. Exhaust fan: functional, clean.

Bedrooms

Each bedroom should be inspected separately. Walls: condition, paint, holes, marks. Floors: tile, hardwood, condition, stains. Ceiling: condition, fixtures. Windows: glass, screens, latches. Closets: shelving, rods, doors, interior. Light fixtures: functional. Outlets and switches: functional, covers. Door: condition, latches, hinges.

Hallways, stairs, and common safety items

These span the whole unit. Smoke detectors: count, location, functional, batteries. Carbon monoxide detectors: count, location, functional (important in any unit with a fuel-burning appliance or attached garage). HVAC system: heating and cooling functional, thermostat operational, filter condition. Water heater: functional, no leaks, age. Electrical panel: breakers labeled, no obvious issues. Door locks and keys: all locks functional, keys provided to tenant, locks rekeyed since the last tenant.

Exterior areas

For units with exterior space in the rental: Patio or balcony: condition, railings, surface. Yard: condition, fencing, gates. Garage or carport: condition, doors, opener, lighting. Driveway: condition, parking. Mailbox: location, key. Storage areas: condition, locks, keys.

Photographs are the second half of the documentation package. The signed checklist establishes what each party agreed about the condition; the photographs prove it. In any Puerto Rico security-deposit dispute, the side with parallel move-in and move-out photographs almost always prevails.

What to photograph at move-in

Take at least two wide shots of every room from different corners — enough to capture all four walls plus the floor and ceiling. Take close-ups of any noted condition: scuffs, marks, scratches, stains. Photograph all appliances inside and out. Photograph the inside of every closet, cabinet, and drawer, and every bathroom fixture. Photograph the smoke and carbon monoxide detector locations, the water heater, and any exterior areas.

Date-stamp and store to two places

Every photograph should be date-stamped — most phones and cameras embed this in the metadata; leaving the metadata intact is the simplest verification. Store the photographs immediately to two locations: a local drive and a cloud backup (Dropbox, Google Drive, OneDrive). Photographs lost between move-in and move-out cannot be regenerated. Name the files or folders consistently, for example “ADDRESS_MOVE-IN_2026-MM-DD_ROOM.”

What to photograph at move-out — and what to avoid

Take parallel photographs from the same angles used at move-in; the side-by-side comparison is what makes the deduction case. Photograph any new damage in close-up and any cleaning conditions. Avoid photographing the tenant’s personal property, mail, or identification unless it is directly relevant to a noted condition — the documentation should be about the property, not the tenant.

Video documentation

Some landlords supplement photographs with a video walkthrough at move-in and move-out. Video is admissible and can be persuasive, particularly for documenting the overall condition of large rooms or showing the operation of appliances. Video does not replace photographs, however — the still images are easier to use in a side-by-side comparison and easier to attach to the itemized statement. Use video as a supplement, not a substitute, and store it in the same dated cloud backup as the photos so the whole evidence package stays together.

Puerto Rico does not prescribe the contents of a move-in/move-out checklist, but settled practice and the evidentiary needs of the deposit framework establish a minimum set of elements the document should contain.

Specificity is the differentiator. A checklist that rates every room “good” with no notes is functionally equivalent to no checklist at all. The value comes from the specific notes — exactly what was scratched, stained, or missing. Two pages of specific notes is much stronger evidence than ten pages of “good / good / good.”

Conducting the walkthrough without the tenant present

The most common mistake. A walkthrough completed by the landlord alone is the landlord’s record of what the landlord saw — not a joint acknowledgment of condition. The tenant can credibly testify they never saw or agreed to the documented condition. Always conduct the walkthrough with the tenant physically present.

Vague notes that cannot support a deduction

“Wall messed up.” “Carpet bad.” These descriptions cannot support an itemized deduction. Specific descriptions can: “Two four-inch scuff marks on south living-room wall, 36 inches from floor.” “Pet stain approximately eight inches in diameter on bedroom floor, 24 inches from west wall.” Specific descriptions also pair cleanly with the photographs.

Not photographing the condition

A signed checklist without contemporaneous photographs is significantly weaker than one with photographs. The tenant can dispute the description; the photograph speaks for itself. In close cases, courts resolve evidentiary gaps in the tenant’s favor.

Missing rooms or items from the inspection

A move-in checklist that documents the kitchen but not the bathrooms creates an evidentiary gap. The landlord cannot, at move-out, deduct for damage to a room that was not inspected at move-in — there is no baseline for comparison. A comprehensive checklist that covers every room closes this gap.

Confusing wear and tear with damage

Deductions for normal wear are unsupported and invite a dispute. Normal wear is the deterioration of ordinary residential use — minor scuffs, fading paint, small nail holes, light traffic-pattern wear. Damage is anything beyond that: large holes, broken fixtures, pet stains, water damage, significant cleaning needs. Document conditions specifically enough that the wear-versus-damage line can be drawn by reference to the document plus photographs.

Not providing the tenant with a copy

The tenant’s inability to produce a copy of the move-in document later weakens the landlord’s position. Provide a copy at the time of signing — a hard copy or an email attachment — and document delivery in the property file. The cleanest practice is both.

Using the document only at move-in or only at move-out

The document’s value comes from the move-in/move-out comparison. A move-in document without a move-out document leaves the comparison incomplete; a move-out document without a move-in baseline cannot support a deduction. Conduct and document both walkthroughs.

Reusing one document for both walkthroughs without distinguishing the columns

Some landlords short-circuit the process by recording move-out conditions in the same place as the move-in conditions, or by simply reusing the move-in document at move-out. This produces a confused record that a court cannot read cleanly. Either use a separate move-out document, or use clearly labeled move-in and move-out columns — whichever format you choose, the move-out conditions must be visibly distinguishable from the move-in conditions.

Not retaining the documents long enough

A dispute can surface months after move-out. Retain the move-in document, move-out document, all photographs, and all receipts and estimates for at least four years from the move-out date, matching Puerto Rico’s general limitations window for these claims with a comfortable margin. Cloud backup makes long retention trivial; physical documents should follow the same window.

Puerto Rico tenants have several rights connected to the move-in/move-out process and the deposit return decision. Understanding them helps landlords appreciate the procedural framework and the consequences of departing from it.

Right to a copy of the documents

The tenant has a practical right to a copy of any document they sign. Refusing to provide a copy invites credibility challenges — a tenant who can show they were denied a copy is far more sympathetic than one who held the copy and let it go missing.

Right to timely return and an itemized statement

The tenant is entitled to the return of the deposit, less allowable deductions, within the applicable window after vacating, together with an itemized statement of any deductions. Each deduction must be specifically described with the amount and the underlying condition. Late return or unsupported deductions is an independent problem for the landlord.

Exposure for unsupported retention

Unsupported deductions, exaggerated charges, deductions for normal wear, or failure to itemize expose the landlord to a claim for the withheld amount and, in the wrong facts, additional exposure. The move-in/move-out documentation is the landlord’s primary defense against an unsupported-retention claim.

Small-claims jurisdiction

Most Puerto Rico security-deposit disputes proceed in a small-claims setting, where an informal procedure makes the documentation packet — checklist, photographs, receipts — the entire case. The party with better documentation almost always wins.

Protection against retaliation

A landlord cannot use the deposit return decision to retaliate against a tenant for exercising rights under Puerto Rico landlord-tenant law — for example, complaining about a habitability defect or contacting a code-enforcement agency. A move-out deposit decision that follows protected tenant conduct and is supported only by an inflated or undocumented checklist invites a retaliation argument. A specific, photographed, jointly signed checklist is the landlord’s answer: it shows the deduction rests on documented condition, not on the tenant’s protected activity.

Deadlines and figures vary by source and by lease terms and can change with legislation and case law. Confirm current requirements against the 2020 Civil Code (Ley Num. 55-2020) and the specific lease before relying on this page in any contested deduction.

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