Free Rental Property Repairs & Refurbishing Checklist
A landlord make-ready and refurbishing checklist for turning a rental unit between tenancies. Walk the property room by room, record move-in and move-out condition, then download a signable multi-page PDF. State habitability and repair duties still apply.
A rental property repairs and refurbishing checklist is a landlord operational (make-ready) document for tracking repairs, refurbishments, and improvements to a rental unit, most often used during turnover between tenancies or for periodic maintenance. The right sequence is to inspect first, then repair, then deep-clean, then refurbish and repaint, then verify safety devices, then re-key the locks, and finally prepare the unit for the next tenant. Unlike the move-in or move-out reports, this is primarily a landlord-internal tool, but state landlord repair duties and the implied warranty of habitability still apply throughout. A signed checklist plus time-stamped photos is the strongest evidence you can carry into a deposit dispute, and clean records also separate deductible repairs from depreciable capital improvements at tax time.
Make-Ready Turnover at a Glance
Document Type
Operational Make-Ready
Used When
Between Tenancies
Repair Norm
24-48 Hours
Keep Records
4 Years Min
Wear-and-Tear vs. Damage — the Critical Distinction
Ordinary wear and tear is NOT chargeable against the security deposit in any state. Faded paint, minor carpet wear in traffic lanes, small nail holes, and light scuffing are typically not chargeable. Damage beyond ordinary use IS chargeable: stains, holes larger than one inch, broken fixtures, pet damage, and smoke damage. Document with photos, and note both pre-existing conditions at move-in and new damage at move-out so the distinction is provable.
How to Run a Make-Ready Turnover
1. Do a documented move-out inspection
Within a week of the tenant vacating, walk the unit room by room, mark the condition of every surface, appliance, and fixture, and take time-stamped photos. Compare against the move-in record to separate ordinary wear and tear from chargeable damage.
2. Make the functional repairs first
Patch drywall holes and cracks, fix leaks, repair or replace broken appliances and fixtures, and restore anything not working. Do repairs before any painting so a fresh coat is not damaged by later trade work.
3. Deep clean and run preventative maintenance
Deep clean every room and appliance, re-caulk tubs and showers, replace HVAC filters, flush or service the water heater, and check for pests and moisture. Preventative work during vacancy is far cheaper than an emergency repair during a tenancy.
4. Refurbish and repaint
Touch up or repaint walls, refresh flooring where needed, and complete any planned refurbishments. Track which line items are repairs (deducted the same tax year) versus capital improvements (depreciated over 27.5 years).
5. Verify every safety device
Test each smoke alarm and carbon monoxide detector, confirm GFCI outlets trip and reset, and verify all outlets, switches, locks, and windows operate. Working detectors are a habitability and life-safety requirement in nearly every state.
6. Re-key or change the locks
Re-key or replace every exterior lock and cut new keys before the incoming tenant takes possession. Changing the locks between tenants is a core safety step that should never be skipped.
7. Sign, photograph, and retain
Have both parties sign at move-in and again at move-out, attach photos for each room, and retain the signed record and receipts for at least four years to support any deposit dispute or tax position.
Build Your Checklist
Complete the fields below to generate a room-by-room repairs and refurbishing checklist as a multi-page PDF. Walk the property with the tenant where possible, mark the condition at move-in, repeat the walk-through at move-out, and take time-stamped photos for every room. The checklist is strongest when both parties sign and photos are attached. If you are also placing a new renter, pair it with thorough move-in condition documentation.
1. Parties
2. Rental Property
3. Living Room / Common Area
4. Kitchen
5. Bedroom(s)
6. Bathroom(s)
7. Exterior / Other Areas
8. Keys, Remotes, and Other Items Provided
9. Signatures — Move-In
10. Signatures — Move-Out
About This Make-Ready Checklist
A repairs and refurbishing checklist is an operational document landlords use to track property maintenance, identify needed repairs, and document refurbishments between tenancies. Unlike the move-in or move-out reports (which involve the tenant as a counterparty), this is primarily a landlord-internal make-ready tool. It helps you (1) systematically identify needed repairs before re-letting, (2) document refurbishments and capital improvements for tax purposes, (3) track ongoing maintenance to support habitability compliance, and (4) generate a paper trail for any future deposit dispute by showing what condition was restored before the next tenancy. The goal of every turnover is to restore the unit to its original condition or better, in the least vacant time, so a qualified new tenant can move in.
Vacancy is the most expensive line item in the turnover, so speed matters, but not at the cost of sequence. Functional repairs come before cosmetic work: patch drywall, fix leaks, and replace broken fixtures first, because a fresh coat of paint will be scuffed and marked if trades are still working the unit afterward. Deep cleaning and preventative maintenance follow, then paint and refurbishment, then a full safety pass, and finally re-keying. Skipping the safety pass or the re-key is the most common and most costly mistake, because both carry direct liability if something goes wrong for the incoming tenant.
State Repair Duties and Habitability
State landlord repair duties apply broadly across every turnover and tenancy. Every state recognizes some form of the implied warranty of habitability, which requires the landlord to keep the unit fit to live in, and most also set repair timeframes and tenant remedies for delayed repairs. As a common operating rule, emergency issues affecting heat, cooling, water, or safety are handled within about 24 hours, and less-urgent repairs within about 48 hours to a few days.
- California — Civil Code Section 1942: a landlord must repair habitability defects within a reasonable time, and the tenant may use repair-and-deduct for limited amounts.
- Texas — Property Code Section 92.052: a landlord must make a diligent effort to repair a condition materially affecting health or safety, generally within seven days of proper notice.
- New York — Real Property Law Section 235-b: the implied warranty of habitability guarantees a livable, safe, and sanitary unit.
- Washington — RCW 59.18.060: statutory landlord duties to maintain the premises, with defined response windows depending on the defect.
- Every other state: the implied warranty of habitability applies, and repair timeframes and remedies (repair-and-deduct, rent withholding, or breach claims) vary by statute.
Because working smoke alarms, carbon monoxide detectors, and secure locks are life-safety items, verifying them during the make-ready is both good practice and, in most states, a legal requirement. Re-keying or changing the locks between tenants closes the access that a departing tenant, their guests, or anyone who copied a key would otherwise keep. For the underlying state rules, see our state lease agreements library.
Repairs vs. Capital Improvements (Taxes)
The checklist also feeds your tax records, because the IRS treats repairs and capital improvements very differently. A repair keeps the property in ordinary operating condition and is generally deducted in full in the same tax year you pay for it: patching drywall, fixing a leak, or repainting a wall. A capital improvement betters, restores, or adapts the property and must be capitalized and depreciated, typically over 27.5 years for residential rental property: a new roof, a full HVAC system, or a kitchen remodel.
The IRS applies the BAR test — Betterment, Adaptation, or Restoration — to decide the category, as explained in IRS Publication 527, Residential Rental Property. Several safe harbors let smaller items be deducted immediately rather than depreciated:
- De minimis safe harbor: you may elect to deduct amounts paid for tangible property up to twenty-five hundred dollars per invoice or item.
- Safe harbor for small taxpayers: if average annual gross receipts are ten million dollars or less and the building basis is under one million dollars, you may deduct total repairs, maintenance, and improvements up to the lesser of two percent of the building’s unadjusted basis or ten thousand dollars for the year.
- Routine maintenance safe harbor: recurring work you reasonably expect to perform more than once over the property’s life is deductible as routine maintenance.
Keep the signed checklist, room photos, and every receipt so you can defend the classification later. Records tied to capital improvements should be retained for as long as you own the property plus the depreciation period, because they establish your cost basis. This page is general information, not tax advice; confirm your specific situation with a qualified tax professional and the current text of IRS Publication 527.
Best Practices
- Walk through together. Both landlord and tenant should be present at move-in and move-out. A signed checklist is much stronger evidence than a unilateral one.
- Photograph everything. Time-stamped photos for every room, wall, and appliance, ideally with location and timestamp metadata.
- Be specific in notes. “Small nail hole three inches above the light switch on the east wall” beats “minor damage.”
- Document pre-existing issues. Record faded paint or worn carpet at move-in so the tenant is not blamed at move-out.
- Sequence the work. Repairs before paint; safety pass and re-key last.
- Keep records four-plus years. Disputes can surface long after move-out; keep the signed checklist and photos for at least four years.
- Separate wear from damage. Charge only for damage beyond ordinary use, never for ordinary wear and tear.
Bottom line
Run every turnover in order: inspect, repair, deep-clean, refurbish and repaint, verify safety devices, re-key the locks, then market. Do repairs before paint, never skip the smoke and carbon monoxide test or the re-key, and charge the deposit only for damage beyond ordinary wear and tear. Sign the checklist at move-in and move-out, attach photos, and keep the record and receipts four-plus years for both deposit disputes and the repairs-versus-improvements tax line.
Frequently Asked Questions
What is a rental property repairs and refurbishing checklist?
It is a landlord operational (make-ready) checklist for tracking repairs, refurbishments, and improvements to a rental unit, most often used between tenancies during turnover or for periodic maintenance. It walks the property room by room, records the condition at move-in and move-out, and captures notes and photos so you can restore the unit and document the work for deposit disputes and taxes.
What is the correct order for a make-ready turnover?
Inspect first, then repair, then deep-clean and run preventative maintenance, then paint and refurbish, then verify safety devices, then re-key the locks, and finally prepare the unit for marketing. Always do functional repairs before painting so a fresh coat is not damaged by later trade work, and always re-key before the new tenant takes possession.
How do I tell ordinary wear and tear from chargeable damage?
Ordinary wear and tear is the expected decline from normal use and is never chargeable to the security deposit in any state: faded paint, minor carpet wear in traffic lanes, small nail holes, and light scuffing. Damage beyond ordinary use is chargeable: stains, holes larger than one inch, broken fixtures, pet damage, and smoke damage. Document both the move-in and move-out condition with photos so the distinction is provable.
Do I have to change the locks between tenants?
Changing or re-keying the locks between every tenant is a recommended core safety step, and some jurisdictions require re-keying on turnover. The departing tenant, their guests, and anyone who copied a key may still have access, so re-key or replace every exterior lock and cut new keys before the incoming tenant takes possession. It is inexpensive relative to the liability of a break-in with an old key.
Are rental repairs or improvements tax-deductible?
Repairs that keep the property in ordinary operating condition are generally deducted in full in the year you pay them. Capital improvements that better, restore, or adapt the property are capitalized and depreciated, typically over 27.5 years for residential rental property. The IRS applies the BAR test (Betterment, Adaptation, Restoration) and offers safe harbors, including a de minimis safe harbor of up to twenty-five hundred dollars per item. See IRS Publication 527.
How fast must a landlord make repairs?
Every state recognizes an implied warranty of habitability, and the timeframe depends on the defect and the state. As a common operating rule, emergency heating, cooling, water, or safety issues are handled within about 24 hours and less-urgent repairs within about 48 hours to a few days. Statutes set specific windows in some states: a reasonable time under California Civil Code Section 1942, a seven-day standard under Texas Property Code Section 92.052, the implied warranty under New York Real Property Law Section 235-b, and duties under Washington RCW 59.18.060.
What preventative maintenance belongs in a turnover?
Replace HVAC filters and confirm heating and cooling, re-caulk tubs and showers, flush or service the water heater, test smoke and carbon monoxide detectors and replace batteries, confirm GFCI outlets trip and reset, clear gutters and drains, and check for pests and moisture. Doing this during vacancy costs far less than an emergency repair during an occupied tenancy and supports habitability compliance.
How long should I keep the signed checklist and receipts?
Keep the signed move-in and move-out checklist, room photos, and all repair and refurbishment receipts for at least four years, which covers the statute of limitations in most states for deposit and contract disputes. Retain records tied to capital improvements for as long as you own the property plus the depreciation period, because they establish your cost basis for tax purposes.
Start every tenancy with thorough screening
Make-ready checklists protect both parties, but screening tenants thoroughly upfront prevents most deposit disputes from ever happening. Tenant Screening Background Check has been verifying renters since 2004 — credit, eviction filings, criminal background, and employment — across all 50 states and DC.
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