Free Texas Move-In / Move-Out Inspection Checklist
Statutorily aligned to Tex. Prop. Code §92.103. Landlord must return security deposit (or itemize deductions) within 30 days. Document the unit room-by-room at the start AND end of the tenancy to support any deduction claim.
Watch the walk-through
Texas Move-In / Move-Out Checklist — Step-by-Step Guide
Covers Tex. Prop. Code §92.103, the 30 days deposit return deadline, permissible deductions, and wear-and-tear standards
A Texas Move-In / Move-Out Inspection Checklist is the foundational document for any security deposit dispute. Under Tex. Prop. Code §92.103, the landlord has 30 days after tenant vacatur to either refund the deposit in full OR provide an itemized accounting of deductions. The written checklist — paired with date-stamped photographs — is the evidentiary basis that distinguishes deductible damage from non-deductible wear and tear.
Complete the Texas Move-In / Move-Out Checklist
Complete the form below to generate a printable, room-by-room inspection checklist. Use the same form for both the move-in walkthrough (establishes baseline condition) and the move-out walkthrough (documents condition at end of tenancy). Both walkthroughs should be conducted with the tenant present whenever possible, and both should be paired with date-stamped photographs as supporting evidence.
⚠ The Two-Pillar Documentation Standard
A defensible deposit deduction requires 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 rarely sufficient — photographs without descriptions are subject to challenge — but together they form the strongest possible defense against any deposit dispute. Always do BOTH.
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 items in the Notes section below and photograph them.
4. Photo Documentation
Date-stamped photos are the second pillar of any defensible deposit claim. Photograph each room AND each Poor-rated item. Retain photos for at least 4 years in cloud backup.
5. Signatures
Both parties should sign and retain a copy. Tenant signature acknowledges accuracy of inspection findings (not a waiver of legal rights).
🏛 Texas’s Distinctive Security Deposit Framework
✓ Tex. Prop. Code §92.103 — What Sets Texas Apart
Texas has one of the most punitive security deposit regimes in the United States. Under Texas Property Code §92.103, the landlord has 30 days after the tenant surrenders the premises AND provides a written forwarding address to refund the deposit (both conditions are required). Under §92.109, a landlord who fails to return the deposit or provide a written itemized statement within 30 days is presumed by statute to have acted in bad faith — exposing the landlord to a statutory civil penalty plus three times the wrongfully-withheld portion of the deposit plus reasonable attorney fees. The bad-faith presumption is automatic; the landlord bears the burden of rebutting it.
For background on the broader framework, see the comprehensive Texas security deposit laws guide. For the deposit return accounting itself, see the Texas Security Deposit Return Letter and Texas Itemized Deductions form.
About the Texas Move-In / Move-Out Inspection Checklist
The Texas move-in / move-out inspection process is anchored to Tex. Prop. Code §92.103, which governs security deposits and establishes the framework for return of possession at the end of a tenancy. The written checklist is the documentary spine of that process. It establishes baseline condition at move-in, creates a contemporaneous record of the condition at each subsequent inspection, and provides the evidentiary support for any security deposit deduction the landlord may claim.
The checklist serves both parties. For the landlord, it documents that observed damage was caused during the tenancy (and is therefore deductible) rather than pre-existing (and not deductible). For the tenant, it documents that the landlord cannot reach back into the deposit for conditions that existed before the tenant ever occupied the unit. A well-documented move-in checklist is the single most effective defense against unfair deposit deductions on either side.
The 30 days Deposit Return Deadline
The 30-day clock does not start until the tenant provides the landlord with a written forwarding address. Under §92.107, if the tenant fails to provide a forwarding address, the landlord is not liable for failure to return the deposit. Document receipt of the forwarding address (date-stamp, email confirmation).
The Bad-Faith Standard in Texas
Statutory presumption under §92.109(d): failure to return or itemize within 30 days = bad faith. Statutory civil penalty + 3x wrongfully-withheld + reasonable attorney fees. Failure to provide written itemized list forfeits the right to withhold any portion of the deposit AND forfeits the right to sue the tenant for property damages (§92.109(b)).
The Key Procedural Quirk Landlords Miss
Texas requires the advance-notice-of-surrender condition (if the lease imposes one as a precondition to deposit return) to be either underlined or printed in conspicuous bold type in the lease itself (§92.103(b)). A lease provision that merely buries the requirement in small print is unenforceable.
Permissible Deductions Under Tex. Prop. Code §92.103
Most state security deposit statutes limit permissible deductions to a similar set of categories: (1) unpaid rent, (2) repair of damages caused by the tenant beyond ordinary wear and tear, (3) reasonable cleaning costs to return the unit to its starting condition, and (4) other amounts authorized by the lease. Texas follows this framework. Normal wear and tear is NOT deductible — cosmetic aging, faded paint, minor carpet wear from foot traffic, and small nail holes generally fall on the wear-and-tear side.
Common Landlord Mistakes in Texas
Based on the most-litigated deposit disputes in Texas, the following errors recur:
- Starting the 30-day clock at move-out instead of after tenant provides written forwarding address
- Vague itemization (e.g., ‘cleaning fees’ without specifying what was cleaned and why)
- Failing to bold/underline the advance-notice-of-surrender condition in the lease
- Not retaining receipts/invoices to support each line item
Wear and Tear vs. Damage
Courts generally treat “ordinary wear and tear” as the natural and gradual deterioration of the rental unit from normal use over time. Faded paint after several years, minor carpet wear in walking paths, small scuff marks at door knobs, and minor nail holes from hanging pictures all generally fall on the wear-and-tear side and are NOT deductible. “Damage” by contrast is harm beyond ordinary use — large holes in walls, carpet stains or burns, broken fixtures, pet urine damage, smoke damage, missing items, deliberate alterations. The detailed move-in/move-out checklist plus photographs are the evidentiary foundation that distinguishes one from the other.
Tenant Screening as the First Line of Defense
The most reliable way to minimize move-out disputes is to thoroughly screen tenants at the application stage. A clean credit history, verifiable employment, and clean eviction history are the strongest predictors of a clean move-out. The tenant screening report includes credit, eviction filings, criminal background, and employment verification — the comprehensive screen that catches most red flags before the tenancy begins.
Local Texas Jurisdictions
Local ordinances may impose additional procedural requirements beyond Tex. Prop. Code §92.103:
- Austin — City of Austin Property Code (City Code Title 9)
- Dallas — Dallas City Code (Chapter 27)
- Houston — Houston Code of Ordinances (Chapter 28)
- San Antonio — San Antonio City Code (Chapter 11)
- Fort Worth — Fort Worth City Code (Chapter 7)
Always verify local ordinance compliance before completing the move-out accounting. Local jurisdictions sometimes impose additional disclosure or interest requirements on the deposit return.
Related Texas Forms & Resources
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⚖ Legal Disclaimer
This form is provided for general informational purposes only and does not constitute legal advice. Texas security deposit law is complex; improper documentation or service can dismiss claims and expose landlords to statutory damages. For Texas tenant resources, contact Texas Office of the Attorney General — Consumer Protection and review Tex. Prop. Code §92.103. Consult a qualified Texas landlord-tenant attorney before withholding any portion of a security deposit.
