Move-In/Move-Out Inspection Checklist

When to inspect: timing for move-in, mid-tenancy and move-out

Move-in inspection

Do the inspection after the unit has been cleaned and repaired for the new tenant but before they move any belongings in. Furniture hides carpet stains and wall damage, and once boxes arrive it becomes impossible to say who caused what. The best time is the day keys are handed over, with the tenant present. If the tenant cannot attend, complete it yourself, give them a copy, and invite them to add written notes within a short set period (for example, seven days) so their own observations become part of the record.

Some states build this into the law. New York, for instance, requires the landlord to offer the tenant the chance to inspect the unit together after lease signing and before occupancy; if the tenant asks, both sign a written agreement noting existing defects, and the landlord cannot later deduct for anything listed in it (N.Y. Gen. Oblig. Law § 7-108(1-a)(c)).

Mid-tenancy inspections

An annual walkthrough (often combined with smoke-alarm tests and filter changes) lets you spot leaks and maintenance issues early and gives you a dated record midway through a long tenancy. Give the advance written notice your state and lease require for entry. In California, for example, 24 hours’ written notice is presumed reasonable and entry must be during normal business hours except in an emergency or with the tenant’s consent (Cal. Civ. Code § 1954). Other states differ, and some set no specific number, so check your state legal guide.

Pre-move-out and final inspections

A pre-move-out walkthrough a week or two before the tenant leaves gives them a chance to fix problems themselves, which is usually cheaper for everyone and avoids disputes. In some states it is mandatory on request. California requires the landlord to tell the tenant in writing of the right to request an initial inspection no earlier than two weeks before the tenancy ends, with 48 hours’ written notice, and to leave an itemized list of proposed deductions so the tenant can remedy them (Cal. Civ. Code § 1950.5(f)). New York has a similar right to a pre-move-out inspection held between two weeks and one week before the end of the tenancy (§ 7-108(1-a)(d)).

The final inspection happens after the tenant has returned the keys and removed everything, and before you start any cleaning or repairs. Doing repairs first destroys the evidence you need.

Photo and video documentation that holds up

Photos are the backbone of the record. A checklist entry that says “carpet: good” is helpful; a dated photo of the same carpet is far stronger. California now makes photos a legal requirement: for tenancies beginning on or after July 1, 2025, landlords must photograph the unit immediately before or at the start of the tenancy, and since April 1, 2025 must photograph it after the tenant leaves (before repairs) and again after repairs, then provide those photos with any itemized deductions (Cal. Civ. Code § 1950.5(g) and (h)(2)(D)). Even where the law does not require it, the same practice is sensible everywhere.

• Shoot in a consistent order. Start at the front door and move clockwise through each room, so move-in and move-out sets match.
• Wide shot first, then details. One photo from each corner of every room, then close-ups of anything worth noting, with a coin or tape measure for scale.
• Open everything. Inside the oven, fridge, dishwasher, cabinets, closets and under sinks. Run taps and show the water heater label.
• Record a walkthrough video with narration (“Unit 2, hallway, small chip in door frame at hinge height”). Video makes it hard to argue that photos were selective.
• Keep original files. The embedded metadata (date, time, device) is part of the evidence. Don’t rely only on screenshots or compressed copies sent through messaging apps.
• Share and store. Send the tenant a link to the full set with the signed checklist, and keep a backup at least until any deposit claim is resolved and the time to sue has passed.
• Capture meter readings and keys. Photograph utility meters and the number of keys, fobs and remotes handed over.

The room-by-room checklist, explained

The printable checklist above lists the items to rate in each room. A few areas generate most of the disputes, so give them extra attention:

• Floors. Note carpet stains, burns, pet damage, seams and the carpet’s age. For hard floors, record scratches, water damage and loose tiles.
• Walls and ceilings. Nail holes, anchors, scuffs, cracks, water stains and the date the walls were last painted.
• Kitchen. Appliance condition and cleanliness inside and out, countertop burns or chips, cabinet doors and hinges, sink sprayer, disposal.
• Bathrooms. Caulk and grout condition, mold, toilet operation, exhaust fan, drains, mirror and towel bars.
• Windows and doors. Screens, cracked glass, blinds, locks, door stops and weatherstripping.
• Safety items. Smoke and carbon monoxide alarms tested and dated, fire extinguisher if provided.
• Outside and storage. Garage, yard, decks, parking space and any storage units included in the lease.

Use specific descriptions rather than single-word ratings. “Fair” means different things to different people; “two 1-inch stains near closet, carpet installed March 2021” does not. Record install or last-replacement dates for carpet, paint, appliances and blinds wherever you know them. You will need those dates to calculate deductions fairly.

Normal wear and tear vs. damage

Every state bars landlords from charging tenants for ordinary wear and tear. Texas defines it as deterioration that results from the intended use of a dwelling, but not deterioration that results from negligence, carelessness, accident or abuse by the tenant, household members or guests (Tex. Prop. Code § 92.001; § 92.104(b) bars deductions for it). California goes further and bars claims for the cumulative effects of wear and tear across one or more tenancies (§ 1950.5(e)). A useful test: would this have happened with careful, ordinary living over the same period?

Cleaning is a separate category. Most states let you charge to return the unit to the level of cleanliness it had at move-in, not to a higher standard. California, for instance, limits cleaning deductions to that standard and restricts charges for professional carpet cleaning to cases where it is reasonably necessary (§ 1950.5(b)(3) and (e)(2)(C)). Your move-in photos are what prove the starting level.

How inspections support security deposit deductions

When you deduct from a deposit, the burden is usually on you to show that the charge is lawful and reasonable. A signed move-in checklist, matching move-out checklist, photos, and invoices or receipts for the actual work make that case. Courts tend to be skeptical of round-number estimates without paperwork.

Every state sets its own deadline and procedure for returning the deposit and sending an itemized list of deductions. Here are four, verified against the statutes:

• California: itemized statement and refund no later than 21 calendar days after the tenant vacates, with copies of invoices or receipts and the required photos (deductions for repairs and cleaning of $125 or less are exempt from the receipts requirement); bad-faith retention can cost up to twice the deposit in statutory damages (Cal. Civ. Code § 1950.5(h), (m)).
• Texas: refund on or before the 30th day after the tenant surrenders the premises, with a written description and itemized list of deductions; the landlord need not refund until the tenant provides a written forwarding address (Tex. Prop. Code §§ 92.103, 92.104, 92.107). Bad-faith retention can cost $100 plus three times the amount wrongfully withheld, plus attorney’s fees (§ 92.109).
• Florida: with no claim, return the deposit within 15 days; to make a claim, send written notice by certified mail (or email where permitted) within 30 days in the statutory form, after which the tenant has 15 days to object (Fla. Stat. § 83.49(3)). Missing the 30-day notice forfeits the right to claim against the deposit.
• New York: itemized statement and the balance within 14 days after the tenant vacates; missing the deadline forfeits the right to keep any portion of the deposit (N.Y. Gen. Oblig. Law § 7-108(1-a)(e)).

For other states, and for Illinois, see the state legal guides (including California, Texas, Florida, New York and Illinois) and read your state’s current statute. Some cities, such as Chicago, add their own rules. The security deposit calculator can help you work through the numbers.

Worked example: prorating a deduction by remaining useful life

Illustrative example with hypothetical numbers. Charging a tenant the full cost of brand-new carpet when the old carpet was already six years old would leave you better off than before the damage. Deductions are generally limited to what is reasonably necessary to restore the unit to its move-in condition, less wear and tear (see, for example, Cal. Civ. Code § 1950.5(e)), so prorating by remaining useful life is a common and defensible approach: the tenant pays only for the life they cut short. The useful-life figures below are assumptions for this example; there is no single national table, so use reasonable figures for the quality of item you installed and be ready to explain them.

A tenant moves out of a two-bedroom unit after a two-year lease. The deposit is $2,000. Comparing move-in and move-out records, the landlord finds:

1. Bedroom carpet ruined by pet urine (no pet was allowed on the lease; stains not present in move-in photos). Replacement for that room costs $1,200. The carpet was installed 6 years ago and the landlord assumes a 10-year life. Remaining life: 10 − 6 = 4 years, so 4 ÷ 10 = 40%. Chargeable: $1,200 × 40% = $480.
2. Hole through hallway drywall from a door swung without a stop. This is a repair, not a replacement, so there is nothing to depreciate. Invoice: $150.
3. Living room painted dark red without permission, needing primer and two coats to restore. Repaint cost $400. The walls were last painted 3 years ago and the landlord assumes a 5-year paint life. Remaining life: 2 ÷ 5 = 40%. Chargeable: $400 × 40% = $160.
4. Oven and refrigerator left dirty, compared with clean move-in photos. Cleaning invoice: $120.
5. Faded blinds, light scuffs and a few small nail holes. Normal wear and tear: $0.

The itemized statement should list each item, the cost, how you calculated it (including the age and assumed life), and attach the invoices and photos. If you did the work yourself, record the time spent and a reasonable hourly rate; California requires exactly that (§ 1950.5(h)(2)(A)). Send it by the method and deadline your state requires.

Tenant walkthrough etiquette

The walkthrough is as much a conversation as an inspection. Handled well, it settles most issues before they become disputes.

• Schedule it in writing with the notice your state requires, and offer a couple of times, including one outside working hours if you can.
• Bring the move-in record. Walk the same route with the original checklist and photos on hand, so differences are obvious.
• Describe, don’t accuse. “There’s a stain here that isn’t in the move-in photo” lands better than “you ruined the carpet.”
• Don’t promise numbers on the spot. Say you will send an itemized statement with costs once you have quotes or invoices.
• Let the tenant add comments to the checklist before both of you sign. A signature can mean “I was present,” not necessarily “I agree,” and the form should say so.
• Treat everyone the same. Use the same checklist, standards and tone with every tenant. Consistent process is fair and also protects you under fair housing law; see the fair housing cheat sheet.
• Collect the forwarding address in writing at move-out. Several states tie the refund to it.

Common inspection mistakes

• Skipping the move-in inspection, or doing it after the tenant has moved furniture in.
• Writing vague ratings with no dates, ages or measurements.
• Starting repairs or cleaning before photographing the unit at move-out.
• Charging full replacement cost for old carpet, paint or blinds instead of prorating.
• Deducting for ordinary wear and tear, or for damage that was on the move-in checklist.
• Missing the state deadline for the itemized statement, which in several states forfeits the right to deduct anything.
• Not keeping receipts, invoices and photos together for each deduction.

Inspection records also matter when you sell a rental with tenants in place: the buyer will want to know the deposit balance and the unit’s documented condition. If you are weighing that decision, the keep-or-sell rental property calculator compares the after-tax outcomes, and the move-in/move-out inspection guide on the blog covers the process in more detail.