Move-In / Move-Out Inspection Checklist: The Deposit Deduction Record

Introduction

Almost every disputed security deposit comes down to the same thing: no credible record of the unit's condition on the day the tenant moved in.

TL;DR: Inspect room by room at move-in with the tenant present, photograph everything with a timestamp, have both parties sign, and give the tenant a copy. Repeat the identical form at move-out. Without a signed move-in record, the practical presumption in most disputes runs against the landlord — and in several states, so does the statutory one.

Ground rules

• Both inspections use the same form. Comparability is the whole point.
• The tenant should be present, and in some states has a statutory right to be at move-out.
• Photograph or video everything, including things that are fine. Empty rooms, floors, walls, inside appliances, inside cabinets. The photo you did not take is the one you needed.
• Both parties sign and date. Give the tenant a copy immediately.
• Note existing damage explicitly. "Scuff, 6in, north wall by door" beats "minor wear".

Condition codes

Use one scale on both inspections:

E Excellent — new or as-new · G Good — normal wear, functional · F Fair — visible wear, functional · P Poor — damaged or non-functional · M Missing

The checklist

Entry and hallways

• Front door, frame, weatherstripping, threshold
• Locks and deadbolt — note keys issued and count
• Doorbell / intercom
• Walls, ceiling, trim
• Flooring
• Light fixtures and switches
• Coat closet, shelving, rod

Living areas

• Walls, ceiling, trim — note every hole or mark
• Flooring — note stains, burns, gouges
• Windows, screens, locks, sills
• Window coverings — blinds, rods
• Outlets and switch plates
• Light fixtures and bulbs
• Ceiling fan
• Vents and registers

Kitchen

• Cabinets — doors, hinges, interiors, shelves
• Countertops and backsplash
• Sink, faucet, sprayer, stopper
• Garbage disposal
• Refrigerator — inside, shelves, drawers, seals
• Range and oven — inside, racks, burners, hood filter
• Dishwasher — inside, racks, seal
• Microwave
• Flooring
• Under-sink area — note any moisture staining

Bathrooms

• Toilet — seat, tank, base, and check for rocking
• Sink, faucet, stopper, vanity
• Mirror and medicine cabinet
• Tub / shower — surround, grout, caulk, drain
• Shower door or rod
• Exhaust fan — confirm it runs
• Towel bars, paper holder
• Flooring — check around the toilet base

Bedrooms

• Walls, ceiling, trim
• Flooring
• Closet — doors, rod, shelving
• Windows, screens, locks
• Outlets, switches, fixtures

Laundry

• Washer and dryer, if provided
• Hookups, hoses, shutoff valves
• Dryer vent — confirm it is clear and vents outside
• Floor drain or pan

Systems and safety

• HVAC — runs in heat and cool, filter date noted
• Water heater — age, no visible corrosion
• Electrical panel — accessible, labelled
• Smoke detectors — every one tested, battery date noted
• Carbon monoxide detectors — tested
• Fire extinguisher, if provided
• Water shutoff location shown to tenant

Exterior, where applicable

• Siding, paint, gutters
• Porch, steps, railings
• Roof condition from ground
• Landscaping condition and mowing responsibility
• Fencing and gates
• Garage, opener, remotes issued
• Parking space assignment

Meters and keys

• Utility meter readings — gas, electric, water
• Keys issued: unit ___ mail ___ garage ___ common ___
• Fobs / remotes issued ___

Wear and tear versus damage

You may deduct for damage. You may not deduct for ordinary wear from normal use, and this is where most disputes are lost.

Ordinary wear (not deductible)	Damage (deductible)
Faded paint, minor scuffs	Holes, crayon, unapproved paint colours
Traffic-worn carpet	Burns, pet stains, tears
Loose door handle	Broken door, holes in it
Worn finish on countertop	Burns, deep cuts
Dusty blinds	Bent or missing slats
Minor nail holes from pictures	Anchor holes requiring drywall repair

Carpet is the frequent flashpoint. Most jurisdictions expect a useful life of five to ten years, so you may generally deduct only the remaining depreciated value — not full replacement cost on a seven-year-old carpet.

After move-out

Know your state's deadline for returning the deposit — commonly 14 to 30 days — and the itemisation requirement. Send an itemised statement listing each deduction with the amount, and attach the receipt or estimate where one exists.

Several states impose penalties of two to three times the deposit for failing to itemise or to return on time, regardless of whether the deductions themselves were justified. That penalty is entirely avoidable and is the most common way landlords lose these cases.

Pair this with the tenant screening criteria template at the start of the tenancy, and budget turnover realistically in the rental property ROI calculator.

Conclusion

The move-in inspection is the cheapest insurance in property management — twenty minutes and a phone camera. Do it with the tenant, sign it, share it, and repeat the same form at move-out. Deductions supported by a signed before-and-after record are rarely disputed successfully; deductions without one are rarely defended successfully.

General information, not legal advice — deposit rules are state-specific and the deadlines are unforgiving.