Free West Virginia Move-In / Move-Out Checklist
A room-by-room move-in / move-out inspection checklist for West Virginia rentals. Document the unit’s condition at the start and end of the tenancy, then download a signable multi-page PDF. It is the evidence that protects the security deposit under W. Va. Code §37-6A-1 et seq.
A West Virginia move-in / move-out checklist is a written, room-by-room record of a rental unit’s condition captured at the start of the tenancy and again at the end. Its whole job is to protect the security deposit: the move-in record sets the baseline, the move-out record shows what changed, and the two together separate chargeable damage from non-chargeable ordinary wear and tear. Under W. Va. Code §37-6A-1 et seq., a West Virginia landlord must return the deposit, or deliver a written itemized statement of deductions, within 60 days after the tenancy ends or 45 days after a new tenant moves in, whichever is shorter. A signed checklist paired with date-stamped photos is the strongest evidence either side can carry into a deposit dispute.
West Virginia Deposit & Checklist at a Glance
Governing Law
W. Va. Code §37-6A
Return Deadline
60 Days / 45 If Re-Let
Itemization
Written, Required
Keep Records
4 Years Min
The Two-Pillar Documentation Standard
A defensible West Virginia 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 checklist alone reads as one person’s opinion; photographs alone are undated and unexplained. Captured together, they are the strongest possible defense against a dispute over the deposit. Always do both, at move-in and at move-out.
How to Use the Checklist
The move-in and the move-out inspection use the same form and the same room order. That is deliberate: when the two records line up item by item, anyone reading them can see at a glance what changed during the tenancy. Complete the move-in walk-through before the tenant takes possession, keep the signed baseline, then repeat the identical walk-through once the unit is empty at move-out.
1. Walk through together at move-in
Before the tenant takes possession, walk the unit room by room with the tenant present. Rate the condition of every surface, appliance, and fixture, and note any pre-existing wear so the tenant is not blamed for it later.
2. Rate each item and write specific notes
For each item choose Good, Fair, Poor, or N/A, then describe any Poor-rated item by exact location, such as a three-inch hole in the north living-room wall. Specific notes beat vague ones in a dispute.
3. Take date-stamped photos
Photograph every room and every Poor-rated item with the date visible. Photos without written descriptions are weak, and descriptions without photos are weak, so capture both together.
4. Sign and give both parties a copy
Have the landlord or agent and the tenant sign and date the move-in checklist, then keep a copy each. The signed baseline is the record you compare against at move-out.
5. Repeat the same walk-through at move-out
After the tenant returns possession, walk the same rooms in the same order using the same form, and compare each item against the signed move-in record to separate ordinary wear from chargeable damage.
6. Return the deposit or itemize on time
Under W. Va. Code §37-6A-1 and §37-6A-2, deliver the deposit minus deductions with a written itemized statement within 60 days after the tenancy ends or 45 days after a new tenant occupies, whichever is shorter.
Build Your West Virginia Checklist
Complete the fields below to generate a printable, room-by-room West Virginia move-in / move-out inspection checklist as a multi-page PDF. Use the Inspection Type selector to mark whether this is the move-in, an interim pre-move-out walk-through, or the final move-out. Walk the property with the tenant where possible, rate each item, and take date-stamped photos for every room. If you are also placing a new renter, pair the checklist with thorough move-in condition documentation and a completed West Virginia deposit itemization at move-out.
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). Describe every Poor-rated item in the Detailed 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, then retain the images for at least four years in a dated 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 any legal right.
Move-In vs. Move-Out: What Changes
The two inspections share one form but answer two different questions. The move-in inspection asks: what condition is the unit in before the tenant occupies it? Everything you record here is the baseline. Any wear that already exists, whether a scuffed floorboard or a chipped counter, must be captured now, because anything not documented at move-in is presumed to have been fine when the tenant arrived. Complete this walk-through with the tenant present, before keys change hands, and have both parties sign it.
The move-out inspection asks the opposite: what condition is the unit in after the tenant leaves, and what changed? Walk the same rooms in the same order, rate the same items, and set the move-out record next to the signed move-in record. Only differences that go beyond ordinary wear and tear are chargeable to the deposit. West Virginia does not require a landlord to offer a pre-move-out inspection, but the Pre-Move-Out option on this form exists for a reason: an interim walk-through a couple of weeks before the tenant vacates lets them fix small problems and heads off most disputes before they start.
What to Look for in Each Room
Consistency is what makes a checklist persuasive, so rate every item on the same Good, Fair, Poor, or N/A scale in both inspections. A few room-specific pointers:
- Living room and bedrooms: Check walls for holes, gouges, and anchor damage beyond small nail holes; check flooring and carpet for stains, burns, and worn spots; test light fixtures, outlets, windows, screens, and closet doors. In bedrooms, confirm the smoke and carbon monoxide detectors work.
- Kitchen: Test every appliance, run the sink and faucet, open and close each cabinet and drawer, and look under the sink for leaks or water damage. Note the make and condition of the refrigerator, stove, dishwasher, and disposal, because appliances are the most-disputed line items at move-out.
- Bathrooms: Look closely at grout and caulking for mildew, run the toilet and check for leaks or a running fill valve, test the exhaust fan, and inspect the tub or shower surface for cracks and staining.
- Common areas, exterior, and systems: Check entryways, stairs, and railings for safety; confirm the HVAC heats and cools and the water heater works; and inspect any patio, garage, yard, mailbox, keys, and window locks that come with the unit.
West Virginia Security Deposit Law
The checklist matters because West Virginia ties the deposit to documentation. West Virginia’s security deposit rules live in W. Va. Code §37-6A-1 et seq., enacted in 2011 as the state’s first statutory deposit framework. There is no statutory cap on the amount a landlord may charge, but the return process is strict, and the move-in / move-out record is what makes any deduction stick.
The Return Deadline
Under W. Va. Code §37-6A-1, the “notice period” for returning the deposit is 60 days after the tenancy ends, or 45 days after a subsequent tenant occupies the unit, whichever period is shorter. Within that window, §37-6A-2 requires the landlord to deliver the deposit minus any deductions together with a written itemized statement. If the damage exceeds the deposit and requires a third-party contractor, a landlord who gives the tenant written notice within the notice period gets an additional 15-day period to provide the itemization and cost of repair.
Permissible Deductions and Itemization
West Virginia deductions follow the pattern common to most states: (1) unpaid rent, (2) repair of damage caused by the tenant or the tenant’s guests beyond ordinary wear and tear, (3) reasonable cleaning costs to return the unit to its condition at the start of the tenancy, and (4) other amounts authorized by the lease and consistent with the statute. The itemized statement is not optional. A vague “cleaning and repairs” line will not survive a challenge; the checklist, with each Poor-rated item described by location and backed by a photo, is what turns a deduction into a documented one. Record the deductions on a West Virginia deposit itemization form and send it with the balance.
What Happens If the Landlord Gets It Wrong
Missing the deadline or withholding without a documented basis carries a real penalty. Under W. Va. Code §37-6A-5, a landlord who willfully or in bad faith fails to comply is liable for damages for annoyance or inconvenience equal to one and one-half times the amount wrongfully withheld, credited against any rent the tenant still owes. The way to stay clear of that exposure is simple: document condition at both ends of the tenancy, itemize every deduction, and meet the notice period. For the full framework, see the West Virginia security deposit laws guide.
Wear and Tear vs. Damage
Ordinary wear and tear is NOT chargeable in West Virginia
Ordinary wear and tear is the gradual, expected decline of a unit from normal use over time: faded paint, minor carpet wear in walking paths, small scuffs at door knobs, and small nail holes from hanging pictures. It is never chargeable against the deposit. Damage is harm beyond ordinary use: large holes in walls, carpet stains or burns, broken fixtures, pet urine damage, smoke damage from indoor smoking, and missing items. West Virginia landlords may deduct only for damage, and the move-in versus move-out comparison is what proves which side of the line an item falls on.
Because that distinction decides most deposit disputes, the value of the checklist is precisely that it makes the line provable. A wall rated “Good” at move-in and “Poor” at move-out, with a photo of a fist-sized hole and a note placing it on the north wall, is damage no reasonable person disputes. The same wall with no move-in baseline is an argument. Document both ends, and ordinary aging stays where it belongs, on the landlord’s side of the ledger.
Best Practices
- Walk through together. Both landlord and tenant should be present at move-in and move-out. A jointly signed checklist is far stronger evidence than a one-sided one.
- Photograph everything. Take date-stamped photos of every room and a close-up of every Poor-rated item, ideally with timestamp metadata intact.
- Be specific in notes. “Small nail hole three inches above the light switch on the east wall” beats “minor damage.”
- Document pre-existing issues at move-in. Record faded paint or worn carpet up front so the tenant is not charged for it at move-out.
- Use the same form both times. Identical rooms in identical order make the move-in and move-out records line up item by item.
- Send the itemization on time. Return the deposit or the written itemized statement within the 60-day / 45-day notice period.
- Keep records four-plus years. Disputes can surface long after move-out; retain the signed checklist and photos for at least four years.
Bottom line
Document the unit room by room at move-in and again at move-out, using the same form and the same order, and pair every rating with a date-stamped photo. In West Virginia the deposit must be returned or itemized within 60 days (or 45 days if the unit is re-let sooner), you may deduct only for damage beyond ordinary wear and tear, and a willful failure exposes the landlord to one and one-half times the amount wrongfully withheld under W. Va. Code §37-6A-5. A signed, photo-backed checklist is what makes every deduction defensible.
Frequently Asked Questions
How does a move-in / move-out checklist protect my security deposit?
The checklist is the evidence that separates damage you can charge for from ordinary wear and tear you cannot. A signed move-in record establishes the unit’s baseline condition; the matching move-out record shows exactly what changed during the tenancy. Under W. Va. Code §37-6A-1 et seq. a West Virginia landlord may only deduct for tenant-caused damage beyond ordinary use, unpaid rent, and reasonable cleaning, and the checklist plus date-stamped photos is the strongest proof that a deduction is legitimate.
When should I do the move-out inspection in West Virginia?
Do the move-out walk-through as soon as the tenant returns possession and the unit is empty, ideally on the same day the keys come back so the condition you record is the condition the tenant left. Use the same form and the same room order as the move-in walk-through so the two records line up item by item. West Virginia does not require a pre-move-out inspection, but offering the tenant a joint walk-through before the final move-out lets them cure small issues and prevents most disputes.
Do I need photos, or is the written checklist enough?
Use both. A written checklist without photos can be challenged as one person’s opinion, and photos without written descriptions can be challenged as undated or unexplained. Together they are the two pillars of a defensible deposit claim: the checklist describes each item in words and the date-stamped photo shows it. Photograph every room and a close-up of every Poor-rated item, and keep the images for at least four years.
How many days does my West Virginia landlord have to return the deposit?
Under W. Va. Code §37-6A-1 and §37-6A-2 the landlord must deliver the deposit minus any deductions, with a written itemized statement, within the notice period. The notice period is 60 days after the tenancy ends, or 45 days after a subsequent tenant occupies the unit, whichever is shorter. If damage exceeds the deposit and a third-party contractor is required, the landlord who gives written notice within that period gets an additional 15 days to itemize.
Is a move-in / move-out checklist required in West Virginia?
West Virginia does not force landlords to use a specific checklist form, but the practical answer is that you need one. W. Va. Code §37-6A-2 requires a written itemized statement of any deductions from the deposit, and without a documented move-in and move-out condition record you cannot prove that a charged item was damage caused during the tenancy rather than a pre-existing condition. A completed, signed, photo-backed checklist is what makes an itemized deduction survive a challenge.
What is the difference between normal wear and tear and damage?
Ordinary wear and tear is the gradual, expected decline of the unit from normal use over time: faded paint, minor carpet wear in walking paths, small scuffs at door knobs, and small nail holes from hanging pictures. It is never chargeable to the deposit. Damage is harm beyond ordinary use: large holes in walls, carpet stains or burns, broken fixtures, pet urine damage, smoke damage, and missing items. West Virginia landlords may deduct only for damage, and the move-in versus move-out comparison is what proves which is which.
What happens if the West Virginia landlord misses the deadline?
Failing to return the deposit or provide the itemized statement within the notice period undercuts the landlord’s right to withhold. Under W. Va. Code §37-6A-5, a landlord who willfully or in bad faith fails to comply is liable for damages for annoyance or inconvenience equal to one and one-half times the amount wrongfully withheld, credited against any rent the tenant still owes. Meeting the deadline and documenting each deduction with the checklist is the way to avoid that exposure.
How long should I keep the signed 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. West Virginia’s limitation period for written-contract disputes runs several years, so four years comfortably covers a deposit or damage claim. Store the records in a dated cloud backup so the file dates and photo timestamps are preserved and cannot be questioned later.
Prevent move-out disputes before they start
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