Move-in and move-out inspection checklist for landlords
By the BizDocs Studio team · Updated
- •Inspect every room with the tenant at move-in and move-out using the same form, note condition codes, and photograph everything.
- •Normal wear and tear (minor scuffs, small nail holes, light carpet wear) cannot be deducted; damage beyond it can.
- •Give the tenant a short window (often 7 days) to report anything missed at move-in.
- •Send an itemized deposit statement within your state's deadline, with cost basis for each deduction.
Security deposit disputes are won or lost on one document: the move-in inspection. If it is detailed, dated, signed and photographed, the move-out comparison is a formality.
Areas and items to inspect
| Area | Items |
|---|---|
| Entry and halls | Door and locks, floor, walls, lights |
| Living areas | Floors and carpet, walls and trim, windows and blinds, outlets |
| Kitchen | Counters, cabinets, sink, range, refrigerator, dishwasher |
| Bathrooms | Toilet, tub or shower, caulk and grout, vanity, fan |
| Bedrooms | Floors, walls, closet doors, windows |
| Systems and exterior | Smoke/CO detectors, HVAC filter, water heater, yard, garage |
Condition codes keep it consistent
Use short codes such as G (good), F (fair, minor wear), P (poor, damaged), N (not present), with a note for anything F or P. The same codes at move-out make comparison objective.
Normal wear vs damage
| Normal wear (no charge) | Damage (chargeable) |
|---|---|
| Faded paint, light scuffs | Large holes, unapproved paint colors |
| Small nail holes | Broken doors or windows |
| Carpet traffic wear | Burns, pet stains, tears |
| Loose grout from age | Cracked tile from impact |
Fourteen documents that take an independent landlord from application to deposit refund with a paper trail at every step.
Deposit itemization
List each deduction with what was damaged, the cost basis (receipt, estimate, hours × rate) and amount; apply depreciation for items like carpet and paint; total deductions against the deposit and any interest owed; refund the balance within the state deadline. Our landlord pack includes the inspection form, the deposit itemization and the lease clauses they rely on.
Photograph like you will need it in court
- Wide shot of each room from the doorway, then close-ups of anything worn or damaged
- Turn on lights; avoid shadows over the defect
- Include a reference object or measuring tape for scale
- Keep original files with their date stamps; do not edit
- Store photos with the signed inspection form
Depreciation of carpet and paint
Even when damage is beyond normal wear, many courts expect deductions to reflect the remaining useful life of the item. Carpet is often treated as lasting 5–10 years and interior paint 3–5 years. If an eight-year-old carpet with an expected ten-year life is ruined, the tenant is typically charged around 20% of replacement cost, not 100%.
Pre-move-out inspection
Some states give tenants the right to a pre-move-out inspection so they can fix issues before leaving. Even where not required, offering one reduces disputes and gets the unit back in better shape.
Frequently asked questions
Is a move-in inspection required?
Some states require one or a condition statement; in all states it is your best evidence for deposit deductions.
How long do landlords have to return a deposit?
Commonly 14 to 45 days depending on the state, with an itemized statement of deductions.
Should the tenant sign the inspection?
Yes, at move-in and move-out, with copies for both sides and dated photos.
This guide is general information for US small businesses, not legal advice. Rules vary by state and city; have a local attorney review contracts and notices before use.
Fourteen documents that take an independent landlord from application to deposit refund with a paper trail at every step.