What Is Move-Out Checklist?

Why the Move-Out Checklist Matters

The move-out inspection is where the rubber meets the road on deposit deductions. Everything you documented at move-in gets tested now. Did the tenant cause damage? What is fair wear and tear? What can you legally deduct?

Without a thorough move-out checklist, you are guessing at deductions. And judges do not award security deposit deductions based on guesses. They want documentation: photos, receipts, and a clear comparison between move-in and move-out condition.

This inspection also determines your turnover scope. What needs to be repaired, cleaned, or replaced before the next tenant? The sooner you identify this, the sooner you can start the make-ready process and minimize vacancy.

How to Conduct the Move-Out Inspection

Step 1: Bring the move-in documentation. Print or pull up the move-in checklist and photos on your phone. You need to compare current condition against the baseline room by room.

Step 2: Go room by room systematically. Use the same checklist format as move-in. For each room: walls, floors, ceiling, windows, doors, outlets, fixtures. Rate each item and note any damage or changes from the move-in report.

Step 3: Take photos of everything. Photograph every room and every issue. Match your move-out photos to the same angles as your move-in photos if possible. Side-by-side comparisons are powerful evidence if a dispute goes to court.

Step 4: Check all appliances and systems. Run every appliance. Flush every toilet. Check every faucet. Test the HVAC. Verify smoke detectors work. If something is broken, document it and get a repair estimate.

Step 5: Note what is normal wear vs. damage. This is the judgment call that trips up most landlords. Faded paint after 3 years? Wear. A fist-sized hole in the wall? Damage. Carpet worn thin in the hallway? Wear. A 12-inch bleach stain on the bedroom carpet? Damage.

Real Example: Move-Out Inspection and Deductions

Tenant rented your 2-bedroom unit for 3 years at $1,300/month with a $1,300 security deposit. Move-out inspection findings compared to move-in:

Living room: small nail holes (wear, no deduction), carpet has a large pet urine stain not on move-in report (damage, $250 for professional cleaning). Kitchen: countertop chip was documented at move-in (no deduction), oven is excessively dirty with baked-on grease (cleaning, $75). Bedroom 1: 2 large holes in wall from removed shelving (damage, $100 to patch and paint). Bedroom 2: walls have normal scuffing (wear, no deduction). Bathroom: towel bar ripped from wall leaving damage (damage, $60 to repair). Exterior: patio area has trash and debris (cleaning, $50).

Total deductions: $535. Deposit refund: $765. You send the itemized statement with photos, repair receipts, and the check within your state's return deadline.

Normal Wear and Tear vs. Damage

This is the area where most disputes happen. Here is a practical guide:

Normal wear and tear (no deduction):

• Paint fading or minor marks on walls from furniture
• Small nail holes from hanging pictures
• Carpet wearing thin in high-traffic areas
• Minor scuffs on hardwood floors
• Slightly worn caulking around bathtub
• Loose door handles from normal use

Tenant damage (deduction allowed):

• Large holes in walls (from anchors, accidents, or anger)
• Pet stains on carpet or hardwood floors
• Broken windows, blinds, or fixtures
• Burns on countertops or floors
• Excessive filth requiring professional cleaning
• Missing fixtures, hardware, or appliances
• Unauthorized paint colors requiring repainting

Common Mistakes

Waiting too long to inspect. Every day between the tenant leaving and your inspection is a day closer to your deposit return deadline. Inspect within 24 hours of receiving keys.

Deducting for wear and tear. Charging a tenant for repainting after 4 years is a losing argument in court. Most courts consider 3-5 years the useful life of interior paint. If the tenant was there that long, repainting is your cost.

Not getting repair estimates or receipts. "I think it will cost $500 to fix" is not evidence. Get actual contractor estimates or complete the repairs and provide invoices. Courts want documentation.

Not comparing to move-in documentation. The move-out checklist only has value when compared against the move-in condition. If you did not do a move-in checklist, your deduction arguments are significantly weaker.

Frequently Asked Questions

Can I charge the tenant for professional cleaning?

Yes, if the unit requires cleaning beyond what is normal. If the tenant left the oven caked in grease, the bathrooms filthy, or the refrigerator full of food, those cleaning costs are deductible. Standard cleaning between tenants (dusting, vacuuming clean carpets, wiping counters) is generally your cost as a landlord.

What if damage exceeds the security deposit?

You can bill the tenant for the excess and pursue them in small claims court if they do not pay. Document everything thoroughly: photos, receipts, and contractor estimates. In practice, collecting beyond the deposit is difficult, which is why adequate deposit amounts and good screening matter.

How long after move-out can I return the deposit?

Deadlines vary by state, from 14 days to 60 days. The clock starts when the tenant surrenders possession (returns keys). Miss the deadline and you may owe the full deposit back regardless of damages. Put the deadline in your calendar the day the tenant moves out.