Move-In / Move-Out Checklist
Moving in or out and want the security deposit handled fairly? A move-in and move-out checklist records the unit's condition room by room, so there is no argument later about what was already there. Free in all 50 states.
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A move-in and move-out checklist is a room-by-room record of a rental's condition. Also called a rental inspection checklist or condition report, it is filled out when the tenant moves in and again when they leave. Comparing the two is what decides how much of the security deposit comes back. In several states a checklist is legally required before a deposit can even be collected.
Key Takeaways
- Write it all down at move-in: condition, cleanliness, and any existing damage.
- Both parties sign and date: it is shared evidence, not one person's word.
- Photos make it stick: dated pictures or video attached to the list settle disputes.
- It decides the deposit: move-out condition is compared against move-in.
- Some states require it: skip it and a landlord can lose the right to the deposit.
Your 6 steps, start to finish
The whole job, start to done.
- 1
Inspect room by room at move-in
Walk the empty unit with the lease before the tenant moves anything in, so the record is clean.
- 2
Rate and note every item
Be specific. Write "two-inch scuff, north wall" rather than "wall okay," so the note means something later.
- 3
3. Photograph everything, dated
Take dated photos or video of each room and every flaw, and store them with the checklist.
- 4
Both parties sign and date
Have the landlord and tenant sign the move-in checklist, and give each person a copy to keep.
- 5
Repeat the same list at move-out
After the unit is empty, walk the identical list and rate each item again, side by side with the move-in notes.
- 6
Compare, then settle the deposit
Normal wear is the landlord's to absorb; new damage may be deducted. Return the balance, and keep a deposit receipt.
Rental Move-In and Move-Out Checklist
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Most popularWhat if it's not that simple?
The situations that actually trip people up.
What if the tenant disagrees?
Discuss discrepancies openly and make necessary adjustments to the checklist before signing.
What if damage was missed during move-in?
Consider a mid-lease inspection to address any ongoing concerns or damage not listed initially.
What if photos were not taken?
Always take post-move-in and pre-move-out photos if applicable. Otherwise, rely on detailed written descriptions.
What if we never did a move-in checklist. Can the landlord still keep part of the deposit?
It gets much harder. Without a baseline, a landlord has little proof that damage is new rather than pre-existing. Some states go further and bar deductions, or even the deposit itself, when no move-in checklist was provided.
What actually counts as normal wear and tear?
Gradual aging from ordinary use: faded paint, small nail holes, lightly worn carpet. It is not chargeable.
What if there was damage at move-in that never made it onto the checklist.
Document it now, in writing and with dated photos, and send it to the landlord even if you are a few days late. Undocumented damage can be presumed yours at move-out, so closing that gap quickly protects your deposit.
How a move-in and move-out checklist works
A checklist turns memory into a record. At move-in, you walk the unit room by room and note the condition of each item, from the walls to the appliances. You do the same at move-out. The gap between the two, allowing for normal wear, is what a landlord may charge against the deposit on a standard lease.
It protects both sides equally. A tenant uses the move-in record to prove a scratch or stain was already there. A landlord uses it to show that a burn in the carpet was not. Without that baseline, a deposit dispute comes down to one person's word against the other.
The dividing line is normal wear and tear versus damage. Gradual aging from ordinary living, like faded paint or worn carpet paths, is the landlord's cost to absorb. Damage beyond that, like holes or stains, can come out of the deposit. Many state laws, including California's, bar a landlord from charging for ordinary wear and tear at all.
In several states, the checklist is not optional. Washington, for example, requires a written, signed condition checklist before a landlord may collect a deposit at all. Arizona requires a move-in form listing existing damage, plus written notice of the tenant's right to attend the move-out inspection. Check your state before you skip it.
Photograph everything, and date it. A written note like "scuff on north wall" is good. The same note with a dated photo attached is far better. Take pictures or video at both inspections, store them with the checklist, and you have a record that is hard to argue with months later.
Timing matters at both ends. Do the move-in inspection before the tenant brings anything in, so nothing is hidden behind boxes. At move-out, walk the same list after the unit is empty. Some states, such as California, let the tenant request an early inspection about two weeks out, so they can fix issues before the final move-out.
Handle access and disputes the right way. A landlord entering for a scheduled inspection should still give proper notice to enter. If the deposit comes back short, ask for an itemized statement of the deductions. If they still look unfair, send a security deposit demand letter backed by your checklist and photos.
What a move-in and move-out checklist includes
· The property and parties: the address, the landlord, and the tenant.
· Inspection dates: the move-in date and the move-out date.
· Room-by-room sections: each room and area, listed separately.
· A condition note for each item: walls, floors, appliances, fixtures, and more.
· A column for existing damage: what was already there at move-in.
· A move-out column: the same items, rated again at the end.
· A photo or attachment reference: so the pictures tie to the list.
Signatures at both inspections: both parties sign and date, twice.
Normal wear and tear, or damage? What the checklist decides
This is the line every deposit dispute turns on. Wear and tear is ordinary aging a landlord absorbs. Damage goes beyond that and can be deducted.
| Area | Normal wear and tear (not chargeable) | Damage (may be deducted) |
|---|---|---|
| Walls and paint | Faded paint, minor scuffs, small nail holes | Large or many holes, drawings, unapproved paint colors |
| Carpet and flooring | Worn traffic paths, light matting | Stains, burns, tears, or pet damage |
| Appliances | Normal aging and minor wear | Broken parts from misuse, or missing racks and trays |
| Windows and blinds | Sun-faded blinds, worn cords | Cracked glass or snapped slats |
| Bathroom | Worn grout, a thin mildew film | Chipped tub, broken toilet seat, missing fixtures |
| Doors and hardware | Loose handles, dated finishes | Doors off the hinges or kicked-in panels |
| Cleanliness | Light dust from normal living | Trash left behind, or filth needing a cleaning crew |
Move-in and move-out checklist FAQ
What should be included in the checklist?+
The checklist should include all rooms, appliances, fixtures, and any other areas pertinent to the rental agreement.
How detailed should my descriptions be?+
Descriptions should be clear and specific to avoid future misunderstandings. Include details about condition, damage, and any repair needs.
Can I update the checklist during the lease?+
Yes, it's a good practice to carry out regular inspections and update the checklist if you notice any changes or damages.
Why are photos important?+
Photos provide visual evidence supporting your claims about the property's condition during the lease term.
Is it mandatory to use a checklist?+
While it's not mandatory, a checklist is a recommended best practice to avoid disputes and ensure clarity between parties.
After signing
Return security deposit promptly
Return the security deposit after agreeing on the condition of the property.
Address repair obligations
Attend to any necessary repairs indicated during the move-out inspection promptly.
Re-key locks
Change the locks if needed to prepare for a new tenant.
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