Once your PRO trial is over you can continue using Landlord Studio GO completely free.
By continuing you agree to our Terms & Conditions.
Please visit our United Kingdom site for a better experience
ContinueA move in and move-out inspection checklist allows you to identify damage caused by tenants and any maintenance that needs to be carried out.
A move-in, move-out inspection checklist is used to record the condition of the property before and after a tenancy. The main benefit of using one of these checklists is it allows you to identify any damages that are the responsibility of the tenant to fix and identify any maintenance that needs to be carried out before the next tenant moves in.
For landlords: Should any serious damages to the property have been caused by the tenant, you will want to deduct the repair costs from the tenant’s deposit. In order to do this and justify the expense, you will want to give your tenant an itemized bill. Having a detailed and accurate move-in, move-out inspection checklist will also act as proof of the damages, should the tenant question the security deposit deduction.
For tenants: Formal documentation of the property condition should highlight maintenance issues when a tenant moves in and allow tenants to ask for key repairs. Both parties should review the condition report, make amendments as needed and sign it. This report may also serve as written documentation if there is a legal dispute in the future.
In short, a move-in checklist provides a convenient and organized way for both landlords and tenants to keep track of a rental property’s condition and check for damage beyond normal wear and tear.
A move-in inspection checklist is a detailed assessment of your rental property's condition before a tenant occupies the unit. This room-by-room documentation creates a baseline record that protects both landlords and tenants by establishing exactly what condition the property was in at the start of the tenancy.
For landlords, a move-in inspection provides essential protection against false damage claims. When you document pre-existing wear, scratches, stains, or issues before the tenant moves in, you create indisputable evidence for comparison at move-out. This prevents disputes over who caused specific damage and ensures you only deduct legitimate repair costs from the security deposit.
For tenants, the move-in inspection offers protection from being charged for damage they didn't cause. It also provides an opportunity to identify maintenance issues that need addressing before they settle in, ensuring the property meets habitable standards from day one.
Schedule your move-in inspection after the property is cleaned and ready but before the tenant moves in belongings. This typically occurs within 24-48 hours of handing over keys. Both parties should be present during the walkthrough, which usually takes 30-60 minutes for an average rental property.
The inspection should be documented using a standardized checklist that covers every room and feature of the property. Both landlord and tenant should sign and date the completed form, with each party keeping a copy. Supplement the written checklist with 50-75 time-stamped photographs documenting the property's condition.
A move-out inspection checklist is a detailed assessment of your rental property's condition conducted after a tenant vacates the unit. This systematic review compares the property's current state against the move-in inspection report to identify any damage beyond normal wear and tear that occurred during the tenancy.
For landlords, the move-out inspection is essential for determining legitimate security deposit deductions. By comparing the move-out condition against your move-in documentation, you can clearly identify tenant-caused damage, estimate repair costs, and provide tenants with an itemized list of deductions. This thorough documentation protects you from legal disputes and provides evidence if disagreements arise over deposit charges.
For tenants, being present during the move-out inspection allows them to understand any potential charges, discuss questionable items with the landlord, and ensure they're only held responsible for actual damage rather than normal wear and tear. It also gives them an opportunity to address minor issues on the spot, potentially avoiding deposit deductions.
The move-out inspection should be scheduled after the tenant has completely vacated the property and removed all belongings. Some states allow pre-move-out inspections (before the tenant fully moves out) to give tenants time to make repairs, but the final assessment must occur after vacancy.
Timing is critical because most states have strict deadlines for returning security deposits—typically 14-30 days depending on your location. California requires 21 days, Texas allows 30 days, and Florida requires 15-30 days depending on whether deductions are made. Conducting the inspection promptly ensures you have adequate time to complete repairs and return the deposit within legal timeframes.
Both parties should be present when possible, though landlords can proceed if the tenant chooses not to attend. The inspection typically takes 45-90 minutes depending on property size and condition.
Download our free move-in and move-out inspection checklist template to ensure you document every critical area of your rental property.
While both inspections use similar checklists and documentation methods, move-in and move-out inspections serve distinctly different purposes and require different approaches.
Move-in inspections establish a baseline record of the property's condition. The focus is on documenting everything—both good and bad—to create an accurate snapshot before the tenant takes possession. You're noting pre-existing damage, wear, and any items that need repair or cleaning, ensuring the tenant won't be held responsible for these issues later.
Move-out inspections identify changes that occurred during the tenancy. The focus is comparative: you're looking for new damage, excessive wear, or cleanliness issues that weren't present at move-in. This inspection determines what portion, if any, of the security deposit will be withheld for repairs.
At move-in, you're creating the reference point. Documentation should be thorough but neutral—simply recording facts without judgment. The goal is completeness and accuracy.
At move-out, you're making comparisons and judgments. You'll reference the move-in report constantly, distinguishing between normal wear and tear (expected after occupancy) and tenant-caused damage (deductible from the deposit). This inspection requires more critical assessment and often involves estimating repair costs.
Move-in inspections should occur before occupancy but have flexible timing. Move-out inspections are time-sensitive, as state laws impose strict deadlines—typically 14-30 days—for returning security deposits with itemized deductions.
A move-in move-out checklist is organized to give you a formulaic approach to inspecting each room. The checklist includes:
The first section of the checklist covers identification. The following information should be added to this form before you begin:
All of this information needs to be clearly identified, clarifying what is being inspected, when and by whom. Once the move-out inspection is completed you will want to also add the out inspection date, inspector name, and inspection time.
The date and times recorded on the form should match up with the actual move-in and move-out dates, as well as the image time-stamps.
The next section will offer a space for you to record the condition of each of the property’s rooms. You can use shorthand to record the general condition and add notes if repairs are required.
When inspecting rooms you will want to look at:
As well as:
A picture should be recorded for each of these items showing the current condition. When completing the move-out inspection you should match these pictures for
The kitchen requires extra attention due to appliances and plumbing:
Cabinets and Drawers: Open every cabinet and drawer. Check for damage, missing hardware, or issues with operation. Look inside for cleanliness and water damage, especially under sinks.
Countertops: Inspect for burns, cuts, stains, or cracks. Note the material type and overall condition.
Sink and Plumbing: Test water flow, check for leaks, and inspect the condition of the sink, faucet, and disposal if present.
Appliances: Test every appliance thoroughly:
Bathrooms are prone to water damage and require careful inspection:
Toilet: Check bowl, seat, and flush mechanism. Look for cracks, leaks, or running water.
Sink and Vanity: Test plumbing, inspect the sink condition, and check cabinet condition. Look for water damage under the sink.
Tub/Shower: Inspect tile, grout, caulking, and fixtures. Test drainage and check for leaks. Note any mold or mildew issues.
Exhaust Fan: Test operation—proper ventilation prevents mold growth.
Mirrors and Medicine Cabinets: Check for cracks, damage, or missing hardware.
Document all standard elements plus any room-specific features like fireplaces, built-in shelving, or ceiling fans.
HVAC System: Test heating and air conditioning. Note filter condition and thermostat operation.
Water Heater: Check for leaks, rust, or operational issues.
Smoke and Carbon Monoxide Detectors: Test all detectors and replace batteries if needed. This is a critical safety requirement.
Exterior Areas: Inspect parking areas, lawn/garden condition, patios, decks, fencing, and any outdoor structures.
Keys and Access: Account for all keys, garage door openers, gate remotes, and access cards.
Download our free move-in and move-out inspection checklist template to ensure you document every critical area of your rental property.
The final section of the inspection report is where you record the repairs that have been undertaken and the costs of the repairs.
Both the landlord/property manager and the tenant should review these costs and repairs and sign off on them.
The photos you took as proof of damage should be included in this section too.
With all the steps involved in filling your vacancy, it’s easy to overlook small things during the inspection. You can use the shorthand in the key below to note issues like the condition of the carpet, cracked bathroom tiles, or marks on the wall.
Key and abbreviation:
One of the most critical aspects of move-out inspections is understanding the difference between normal wear and tear and actual damage. This distinction determines what you can legally deduct from a tenant's security deposit.
Normal wear and tear refers to the natural deterioration that occurs from ordinary use of the property over time. This is expected, unavoidable, and cannot be charged to the tenant. The longer a tenant has occupied the property, the more wear and tear you should expect.
Damage refers to destruction, defacement, or neglect that goes beyond normal use. This includes harm caused by abuse, accidents, negligence, or failure to maintain the property. Landlords can deduct repair costs for damage from the security deposit.
The key question to ask: "Did this occur from normal, everyday use, or was it caused by misuse, carelessness, or neglect?" Consider the length of tenancy as well—carpet worn after five years is normal; carpet ruined after six months likely indicates damage.
Before your new tenant moves in you will want to take this opportunity to refresh the property and ensure it’s in the best possible condition. For this purpose, you will want to ensure that any required maintenance has been carried out and that the property has been cleaned to a high standard. A few steps to take between tenancies then include:
Understanding your state's legal requirements for move-out inspections and security deposit returns is critical to avoiding penalties and legal disputes.
While the inspection process is similar across states, timelines and documentation requirements vary significantly. Failing to meet your state's deadlines can result in forfeiting your right to withhold any portion of the deposit or face penalties.
California: Landlords have 21 days from the tenant's move-out date to return the security deposit or provide an itemized statement of deductions. California law also allows for a preliminary inspection, where landlords must notify tenants of their right to request a pre-move-out inspection at least two weeks before the lease ends.
Texas: Landlords have 30 days to return the deposit and provide an itemized list of deductions. Texas law allows landlords to deduct for damages beyond normal wear and tear, unpaid rent, and costs outlined in the lease agreement.
Florida: If returning the full deposit, landlords have 15 days. If making deductions, landlords have 30 days to provide written notice of intent to deduct with an itemized list. Tenants then have 15 days to object. If no objection is received, the landlord can proceed with deductions.
New York: Landlords must return the security deposit within a reasonable time, the standard interpretation of which is 14 days. New York law requires landlords to provide an itemized statement of any deductions with receipts or estimates for repairs.
Pennsylvania: Landlords have 30 days to return the deposit with an itemized list of deductions. Pennsylvania law specifically requires landlords to provide receipts for any repairs over a certain amount and to conduct move-out inspections within a reasonable timeframe after vacancy.
Illinois: 30-45 days depending on the lease duration. For leases under six months, landlords have 30 days. For leases six months or longer, landlords have 45 days to return deposits with itemized deductions and receipts for repairs over $800.
Washington: 21 days to return the deposit with an itemized statement. Washington requires landlords to provide written documentation and receipts for any deductions, and failing to meet the deadline results in forfeiture of the right to withhold any portion of the deposit.
Arizona: 14 business days to return the deposit or provide an itemized accounting of deductions. Arizona law allows deductions for unpaid rent, damages beyond normal wear and tear, and cleaning costs if specified in the lease.
Massachusetts: 30 days to return the deposit, accompanied by either the full deposit amount or an itemized list of damages with repair estimates.
Read: The Complete State-By-State Guide To Security Deposit Laws
Some states grant tenants the right to a pre-move-out inspection, conducted before the tenant fully vacates. This gives tenants an opportunity to identify and repair potential issues before the final inspection, potentially avoiding deposit deductions.
California mandates that landlords notify tenants of their right to request a pre-move-out inspection at least two weeks before the lease ends. If the tenant requests it, landlords must conduct the inspection and provide a written statement of items that need correction.
Other states may not require pre-move-out inspections but permit them as a best practice to reduce disputes.
Most states require landlords to provide itemized statements explaining any security deposit deductions. Simply stating "damages" or "cleaning" is insufficient. Your documentation must include:
Some states, like Illinois and New York, require receipts for repairs over certain dollar amounts. Always keep detailed records, photographs, and invoices to support your deductions.
Managing vacancy periods and getting in new tenants can be a rush of activity taking up time and causing stress. To make it go smoother, always make sure everyone has plenty of notice (different states have different laws around this but generally you should give at least 30 days notice, but i prefer to give 60 - 90 days notice).
This gives you plenty of time to advertise the rental, collect applicants, and screen new prospects, and it gives your tenants the time needed to look for a new place to lice, organize with a moving company, and pack up and clean the property.
And when moving day arrives, having your inspection report ready and at hand will help you streamline the process for your move-in, move-out inspection.
While you could simply do a walk-through and take pictures of each item without having this form, this documentation will provide support should you need to make a claim against a tenant’s deposit or file a dispute. Plus, it allows both parties to clearly review an organized professional report so that both parties are on the same page at move-in and move-out.
A great rental property move-in, move-out checklist then, is an essential part of protecting your property investments, and we believe that our form can help you be more successful with each walk-through!
You May Also Like:
Landlord Studio is an easy to use property management and accounting software designed for landlords.
Find and screen tenants, collect rent online, track income and expenses, run reports, and more - all for free.
Maximize your rental property tax deductions and file with confidence before the deadline with property management accounting software designed for you.
Hosted by: Logan Ransley, Co-founder of Landlord Studio
From finding tenants to filing taxes. Reduce vacancies and maximize your portfolio ROI with software designed for you.
Get started for free
.webp)
.webp)