📋 Move-Out Checklist for Landlords
What to Inspect, How to Document Damage, Normal Wear vs. Chargeable Damage & Security Deposit Return Deadlines
🏠 Updated • Complete Landlord Guide
📑 Table of Contents
📅 When to Conduct the Move-Out Inspection
Conduct the move-out inspection after the tenant has fully vacated and removed all belongings — not while they are still moving out. Furniture and belongings conceal damage, and appliances cannot be properly assessed while in use. In California and some other states, you must offer the tenant a pre-move-out inspection (typically within 2 weeks before the move-out date) to give them a chance to remedy issues before losing their deposit in . 🏠
Watch Overview
📌 Use Move-In Documentation as Your Baseline
The move-out inspection is only useful when compared against your move-in documentation. Pull out your move-in photos and checklist before entering the unit. Walk the same route, photograph from the same angles, and compare each condition against what was documented at move-in. This side-by-side comparison is what courts and arbitrators find most persuasive.
🔍 What to Inspect Room by Room
| Area | What to Check |
|---|---|
| Every Room | All four walls (holes, stains, damage beyond normal scuffs), ceiling (water damage, stains), floor/carpet (stains, burns, damage), windows (broken, damaged screens, broken locks), light fixtures (working, intact), outlets and switches |
| Kitchen | Appliances inside and out (oven burners, interior of fridge, dishwasher interior), countertops (burns, chips, deep scratches), cabinets inside and out, sink and faucet, disposal |
| Bathrooms | Toilet (cracks, running, seat), tub/shower (caulking, tile, grout, drain), sink and faucet, mirror, cabinet, exhaust fan, flooring (water damage) |
| Garage/Storage | Cleanliness, damage to structure, garage door operation, any items left behind |
| Exterior/Yard | Damage to lawn or landscaping beyond normal, trash or abandoned items, patio/deck condition |
📸 Photo Documentation Protocol
- 📷 Photograph every room from the doorway — same position as move-in photos
- 📷 Photograph all four walls in every room
- 📷 Close-up photos of every area of damage or concern
- 📷 Inside every appliance — oven interior, refrigerator interior, dishwasher
- 📷 All fixtures, flooring, and surfaces in bathrooms
- 📅 All photos automatically date-stamped, or email them to yourself immediately to timestamp
- 🎥 Brief video walkthrough narrating conditions provides additional context
⚖️ Normal Wear & Tear vs. Chargeable Damage
| Condition | Normal Wear (Not Chargeable) | Chargeable Damage |
|---|---|---|
| Walls | Minor scuffs, small nail holes (1–2 per wall from normal picture hanging) | Large holes, excessive holes, deep gouges, crayon/marker, stains |
| Carpet | Normal traffic wear in walkways, slight matting, minor discoloration | Stains, burns, pet damage, tears, heavily soiled beyond normal cleaning |
| Paint | Fading after 3–5+ years, minor marks, light discoloration | Graffiti, heavy smoke damage, pet odor, intentional damage |
| Hardwood Floors | Light surface scratches from normal furniture and foot traffic | Deep gouges, pet scratches, water damage from neglect |
| Appliances | Minor wear on high-use surfaces, normal grime requiring standard cleaning | Broken parts, burned coils, interior damage from misuse, extreme soiling |
| Bathroom | Mild soap scum (cleaning required but normal), slight grout discoloration | Mold from neglect, broken fixtures, cracked tiles, extreme soiling |
💰 Calculating Deductions
For each deduction from the security deposit, you need: a description of the damage, the actual repair or replacement cost (with invoice), and in some cases a pro-rated calculation based on the item’s remaining useful life.
📌 Pro-Ration for Partially Useful Items
Example: Carpet is expected to last 10 years. It was 7 years old at move-in. A tenant lives there 2 years and destroys the carpet. The carpet’s remaining useful life at move-out is 1 year (10 – 7 – 2). You can charge approximately 10% (1/10th) of replacement cost — not the full replacement cost. Courts expect pro-ration for items that still had significant use remaining.
⏰ Security Deposit Return Deadlines
⚠️ Mark the deadline in your calendar the day the tenant moves out. Missing it by one day can void your right to any deductions in some states.
📄 The Itemized Deduction Statement
Every deduction from the security deposit must be documented in a written itemized statement sent within your state’s deadline. The statement must include:
- Description of each deduction — specific and detailed (“Carpet replacement, Bedroom 2 — pet damage including stains and odor, full room replacement required”)
- Dollar amount for each deduction
- Supporting documentation: actual receipts or invoices
- Running balance: deposit held minus deductions equals amount returned
- Check or payment for any remaining balance
📋 Free Move-Out Checklist & Security Deposit Forms
Download free, state-compliant move-out inspection checklists and security deposit itemization forms — ready to complete and send.
❓ Frequently Asked Questions
Yes — if the unit requires cleaning beyond the standard of cleanliness at move-in (which should be professionally clean). Keep the cleaning receipt. Note: you cannot charge for cleaning if the unit was also unclean at move-in — you can only charge for the differential between move-in condition and move-out condition. Your move-in documentation establishing the baseline is critical.
Apply the full deposit to the damages and sue the tenant for the excess in small claims court. Get actual invoices before filing so the court sees real costs. Your move-in/move-out photo documentation and invoices are your evidence package. Pursue promptly — SOL clocks run from the date of the lease termination in most states.
⚠️ Legal Disclaimer: Security deposit return deadlines and rules vary by state. Missing the deadline creates significant liability. This guide provides general information as of and is not legal advice.
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