Move-Out Inspection Checklist for Landlords

Before the Inspection

Schedule the inspection as soon as possible after the tenant vacates—ideally within 24–48 hours. Check your lease and state law: some jurisdictions require you to offer the tenant a joint walk-through; if they decline or have already left, proceed alone. Give proper notice if your state requires it (e.g., 48 hours before entering). Bring your move-in inspection report and any photos from move-in so you can compare condition. Bring a camera or phone, a printed checklist, and a pen. If you use a property manager, ensure they follow the same process.

• •Schedule within 24–48 hours of vacancy
• •Bring the move-in inspection report and photos
• •Check lease and state law for joint inspection requirements
• •Bring camera, checklist, and pen

Room-by-Room Checklist

Work through each room methodically. Check off items as you inspect. Note damage, excessive wear, and cleanliness issues. Compare to the move-in report for each item.

How to Document Damage

Documentation is your strongest defense in a deposit dispute. Take clear, well-lit photos of every area—both overall shots and close-ups of specific damage. Enable timestamp and location metadata on your phone camera if possible. For each issue, write a brief description: location, type of damage, and estimated cause. Use a consistent naming convention (e.g., "kitchen-wall-hole-1.jpg"). Store everything in a dated folder. If you use a digital inspection tool, ensure it saves timestamps and allows export. Compare move-in and move-out photos side by side when preparing your deduction letter.

• •Photos: overall and close-up, with timestamps
• •Written description for each item: location, type, cause
• •Consistent file naming and dated storage
• •Compare move-in and move-out images when preparing deductions

Normal Wear and Tear vs Tenant Damage

You cannot deduct for normal wear and tear—the expected deterioration from ordinary use. You can deduct for tenant damage—harm beyond what reasonable use would cause. The distinction varies by jurisdiction, but these examples illustrate the difference.

When in doubt, err on the side of not deducting. Charging for wear and tear can trigger penalties in some states (e.g., double or triple damages). Document everything and consult local landlord-tenant law.

After the Inspection

Your state sets a deadline for returning the security deposit or sending an itemized deduction letter—typically 14–30 days after move-out. Missing this deadline can cost you the right to deduct anything, or expose you to penalties. Send the deduction letter by certified mail or another method that provides proof of delivery. Include each deduction with a description and amount (or estimate), plus receipts or written estimates for repairs. If you return the full deposit, send it with a brief note confirming the unit was left in acceptable condition. If the tenant disputes, respond in writing and keep records. Many states require mediation or small claims for unresolved disputes. Your move-out documentation is your primary evidence—keep it organized and accessible.

• •Meet your state's deposit return deadline (often 14–30 days)
• •Send itemized deduction letter with descriptions and amounts
• •Include receipts or written estimates for repairs
• •Use certified mail or proof of delivery
• •Keep all documentation for disputes

Frequently Asked Questions

Related Guides

• Move-In Inspection Checklist for Landlords
• Security Deposit Deduction Guide
• Tenant Damage Documentation