Free Texas Move-In / Move-Out Inspection Checklist
Document a Texas rental room-by-room at move-in and again at move-out. Statutorily aligned to Tex. Prop. Code §92.103: the landlord must refund the security deposit or itemize deductions within 30 days. Fill the form, then download a signable multi-page PDF.
A Texas move-in / move-out inspection checklist is the foundational document for any security deposit dispute. Under Tex. Prop. Code §92.103, a landlord has 30 days after the tenant surrenders the unit to either refund the deposit in full or deliver a written, itemized accounting of deductions. The written room-by-room checklist, paired with date-stamped photographs, is the evidence that distinguishes deductible damage from non-deductible ordinary wear and tear. Use the same form twice: once to set the baseline at move-in, and once to record the condition at move-out.
Texas Deposit Timeline at a Glance
Return Deadline
30 Days
Governing Statute
Tex. Prop. Code §92.103
Clock Starts
Forwarding Address Given
Keep Records
4 Years Min
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, and photographs without descriptions can be challenged, but together they form the strongest possible defense against any deposit dispute. Always do both, at move-in and at move-out.
How to Run a Texas Move-In and Move-Out Inspection
The Texas move-in / move-out process is anchored to Tex. Prop. Code §92.103, which governs security deposits and the return of possession at the end of a tenancy. The written checklist is the documentary spine of that process: it sets the baseline condition at move-in, records the condition at each later inspection, and supplies the evidence for any deduction the landlord may claim. Run the same six-step sequence at the start of the tenancy and again at the end.
1. Inspect together at move-in and set the baseline
On or before the day the tenant takes possession, walk the unit room by room with the tenant present. Rate every surface, fixture, and appliance Good, Fair, Poor, or N/A, and note every pre-existing defect in writing. This baseline is what later separates pre-existing conditions from tenant-caused damage.
2. Photograph every room with date stamps
Take date-stamped photos or video of each room and every Poor-rated item at move-in. Photographs without written descriptions can be challenged, so pair the images with this checklist and store them in a dated cloud backup.
3. Both parties sign and keep a copy
Have the landlord and tenant sign the move-in checklist and each keep a signed copy. The tenant signature acknowledges the accuracy of the findings; it is not a waiver of any legal right.
4. Repeat the identical walk-through at move-out
At the end of the tenancy, walk the same rooms in the same order using the same form, rate every item again, and photograph the unit a second time. Compare the move-out condition against the signed move-in baseline item by item.
5. Separate ordinary wear and tear from damage
Deduct only for damage beyond ordinary use. Faded paint, minor carpet wear in walking paths, and small nail holes are wear and tear and are never chargeable. Stains, holes, broken fixtures, pet urine, and smoke damage are chargeable. Get repair estimates and keep receipts for every line item.
6. Return the deposit or itemize within 30 days
Once the tenant surrenders the unit and provides a written forwarding address, the 30-day clock starts. Refund the deposit in full or deliver a written itemized statement of deductions within 30 days, and keep proof of the date the forwarding address was received.
Build Your Texas 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 both 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 walk-throughs with the tenant present whenever possible, and pair both with date-stamped photographs. If you are also placing a new renter, start with thorough move-in condition documentation and screening.
1. Parties & Tenancy
2. Property
3. Room-by-Room Condition
For each item choose Good (no defects), Fair (minor wear), Poor (visible damage), or N/A (not present). Describe every Poor-rated item in the Notes box 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. Retain the photos for at least four years in a dated cloud backup.
5. Signatures
Both parties should sign and keep a copy. The tenant signature acknowledges the accuracy of the inspection findings; it is not a waiver of legal rights.
What the Checklist Documents and Why It Matters
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, and it is why the same form should be completed twice: once to set the baseline and once to prove what changed.
Be precise in the notes. “Three-inch nail hole above the light switch on the north living-room wall” is far stronger evidence than “minor damage,” and it ties directly to a specific photograph. Rate every line item even when the condition is Good, because a blank line invites the argument that the item was never inspected. Where the unit has more than one bedroom or bathroom, record each additional room in the detailed-notes box so nothing is left undocumented.
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 of one hundred dollars 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 the broader framework, see the comprehensive Texas security deposit laws guide. For the deposit-return accounting itself, use the Texas Security Deposit Return Letter and the Texas Itemized Deductions form.
When the 30-Day Clock Starts
The 30-day clock does not begin at move-out. Under §92.107, it starts only when the tenant provides the landlord with a written forwarding address for the return of the deposit. If the tenant never provides a forwarding address, the landlord is not liable for failure to return the deposit. Landlords should date-stamp or keep email confirmation of the forwarding address; tenants should send it in writing and keep proof of delivery.
Permissible Deductions Under §92.103
Texas limits permissible deductions to a narrow set of categories: unpaid rent, repair of damage caused by the tenant or the tenant’s guests beyond ordinary wear and tear, reasonable cleaning costs to return the unit to its move-in level of cleanliness, and other amounts authorized by the lease. 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 and cannot be charged against the deposit.
Wear and Tear vs. Damage in Texas
Texas courts treat “ordinary wear and tear” as the natural and gradual deterioration of the 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 fall on the wear-and-tear side and are NOT deductible. “Damage” is harm beyond ordinary use: large holes in walls, carpet stains or burns, broken fixtures, pet urine damage, smoke damage from indoor smoking, missing items, and deliberate alterations. The detailed move-in / move-out checklist plus photographs are the evidentiary foundation that distinguishes one from the other.
The 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 that requirement in small print is unenforceable, so a landlord cannot rely on it to delay or defeat the deposit return.
The Texas Standard Inventory and Condition Form
Many Texas leases attach a standard “Inventory and Condition Form,” such as the Texas REALTORS residential lease inventory and condition form, which the tenant is asked to complete and return within a set number of days after move-in. This checklist serves the same evidentiary purpose and can be used alongside or in place of that attachment. Whichever form you use, the discipline is identical: rate every item, note every defect, photograph everything, sign, and keep a copy.
Common Landlord Mistakes in Texas
Based on the most-litigated Texas deposit disputes, these errors recur:
- Starting the 30-day clock at move-out instead of when the tenant provides a written forwarding address.
- Vague itemization (for example, “cleaning fees” without specifying what was cleaned and why).
- Failing to bold or underline the advance-notice-of-surrender condition in the lease.
- Not retaining receipts or invoices to support each deducted line item.
- Skipping the move-in checklist entirely, then having no baseline to prove the damage is new.
Local Texas Jurisdictions
Local ordinances may impose additional procedural requirements beyond Tex. Prop. Code §92.103. Verify local compliance before completing the move-out accounting:
- 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).
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. A clean credit history, verifiable employment, and a clean eviction history are the strongest predictors of a clean move-out. The tenant screening report covers credit, eviction filings, criminal background, and employment verification, catching most red flags before the tenancy ever begins. A well-documented checklist protects the deposit at the end; good screening prevents most disputes from starting.
Bottom line
Document the unit room-by-room at move-in and again at move-out, always paired with date-stamped photos, and have both parties sign. Deduct only for damage beyond ordinary wear and tear, and refund the deposit or deliver a written itemized statement within 30 days of the tenant surrendering the unit and giving a written forwarding address (Tex. Prop. Code §92.103; clock trigger §92.107). Miss that deadline and the bad-faith penalty under §92.109 is one hundred dollars plus three times the withheld amount plus attorney fees. Keep the signed checklist and photos four-plus years.
Frequently Asked Questions
What is a Texas move-in / move-out checklist?
A Texas move-in / move-out checklist is a written, room-by-room inventory documenting the condition of a rental unit at the start of the tenancy (move-in) and again at the end (move-out). Under Tex. Prop. Code §92.103, this documentation is the evidentiary foundation for any security deposit deduction the landlord may later claim. The checklist creates a contemporaneous record that distinguishes pre-existing conditions from tenant-caused damage.
How many days does my Texas landlord have to return the security deposit?
Thirty days. The deadline is set by Tex. Prop. Code §92.103. 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 with a date stamp or email confirmation.
When should I do the move-out inspection in Texas?
Do the final move-out inspection at or immediately after the tenant surrenders possession and returns the keys, ideally with the tenant present. Texas does not require a statutory pre-move-out inspection, but best practice is to offer an interim walk-through before the final move-out so the tenant has a chance to cure any deficiency. Use the same checklist and photograph the unit a second time.
Do I need photos, or is the checklist enough?
You need both. A defensible deposit deduction rests on two pillars: the written room-by-room checklist signed by both parties, and date-stamped photographs of the same items at the same time. The written checklist alone is rarely enough, and photos without descriptions can be challenged, but together they form the strongest possible defense. Retain both for at least four years.
What can a Texas landlord deduct from the security deposit?
Permissible deductions in Texas 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 costs to return the unit to its move-in level of cleanliness, and other amounts authorized by the lease and consistent with Tex. Prop. Code §92.103. Normal wear and tear is not deductible. Cosmetic aging, faded paint, minor carpet wear from foot traffic, and small nail holes fall on the wear-and-tear side.
What is the difference between normal wear and tear and damage in Texas?
Texas courts treat normal wear and tear as the natural and gradual deterioration of the unit from ordinary use over time: faded paint, minor carpet wear in walking paths, small scuff marks 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 from indoor smoking, missing items, and deliberate alterations. Landlords may deduct only for damage. The detailed checklist and photographs are the evidence that distinguishes one from the other.
What happens if the Texas landlord misses the 30-day deadline?
Failure to return the deposit or provide a written itemized list within 30 days forfeits the right to withhold any portion of the deposit and forfeits the right to sue the tenant for damages under §92.109(b). Under §92.109, a landlord who acts in bad faith is liable for a statutory civil penalty of one hundred dollars plus three times the wrongfully withheld portion of the deposit plus reasonable attorney fees, and missing the deadline creates a statutory presumption of bad faith.
How long should I keep the Texas checklist and photos?
Retain the signed move-in and move-out checklist and the supporting photos for at least four years from the end of the tenancy. The Texas statute of limitations for breach of a written contract is generally four years, so four-year retention covers most security deposit and contract disputes. Keep originals in a secure cloud backup with the date stamps preserved.
Prevent move-out disputes — screen tenants at move-in
The cleanest move-outs come from tenants who were screened thoroughly at the application stage. Tenant Screening Background Check has been verifying Texas renters since 2004 — credit, eviction filings, criminal background, and employment verification, across all 50 states and DC. The single best move-out protection is choosing the right tenant at move-in.
Related Texas Forms & Guides
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