Landlord Move-In / Move-Out Condition Checklist

LANDLORD MOVE-IN / MOVE-OUT CONDITION CHECKLIST

PURPOSE: This checklist documents the condition of the rental premises at the beginning and end of a tenancy. It serves as the primary evidence for security-deposit accounting and protects both landlord and tenant against disputed deductions. Many states require or strongly encourage a written condition report; some mandate that tenants receive a copy and have the right to participate in the inspection.

SECTION 1 — PROPERTY AND TENANCY INFORMATION

SECTION 2 — CONDITION RATING SYSTEM

Use the following scale for each item inspected:

SECTION 3 — MOVE-IN INSPECTION

Move-In Inspection Date: [__/__/____]
Move-In Inspection Time: [____:____] ☐ AM ☐ PM
Inspection Conducted By: [________________________________]
Tenant Present: ☐ Yes ☐ No

3.1 — LIVING ROOM / ENTRY

3.2 — KITCHEN

3.3 — BATHROOM(S)

Complete one sub-section per bathroom. Copy as needed.

Bathroom Location: [________________________________]

3.4 — BEDROOM(S)

Complete one sub-section per bedroom. Copy as needed.

Bedroom Location / Number: [________________________________]

3.5 — DINING AREA

3.6 — HALLWAYS / STAIRS

3.7 — LAUNDRY AREA

3.8 — GARAGE / PARKING / STORAGE

3.9 — EXTERIOR / PATIO / BALCONY

3.10 — SAFETY DEVICES

3.11 — PLUMBING / HVAC / ELECTRICAL SYSTEMS

SECTION 4 — UTILITY METER READINGS AT MOVE-IN

SECTION 5 — KEYS AND ACCESS DEVICES AT MOVE-IN

SECTION 6 — PHOTO / VIDEO DOCUMENTATION LOG (MOVE-IN)

Total photographs taken at move-in: [____]
Video recorded: ☐ Yes ☐ No | Duration: [____] minutes
Digital files stored at: [________________________________]

SECTION 7 — MOVE-IN AGREED REPAIRS

The following items were noted during the move-in inspection. Landlord agrees to address these items within the timeframes indicated:

SECTION 8 — MOVE-IN SIGNATURES

By signing below, the parties acknowledge that this checklist accurately reflects the condition of the premises at the time of the move-in inspection.

Tenant Signature: __________________________________________ Date: [__/__/____]

Tenant Printed Name: [________________________________]

Tenant Signature (2): __________________________________________ Date: [__/__/____]

Tenant Printed Name: [________________________________]

Landlord / Agent Signature: __________________________________________ Date: [__/__/____]

Printed Name / Title: [________________________________]

SECTION 9 — MOVE-OUT INSPECTION

Move-Out Inspection Date: [__/__/____]
Move-Out Inspection Time: [____:____] ☐ AM ☐ PM
Inspection Conducted By: [________________________________]
Tenant Present: ☐ Yes ☐ No
Forwarding Address Provided: ☐ Yes ☐ No

Tenant Forwarding Address:
[________________________________]
[________________________________]
[________________________________]

9.1 — MOVE-OUT CONDITION ASSESSMENT

Use the same room-by-room categories from Section 3 above. For each item, record the move-out condition and compare to the move-in condition documented above.

9.2 — UTILITY METER READINGS AT MOVE-OUT

9.3 — KEYS AND ACCESS DEVICES RETURNED

Unreturned key / device replacement cost: $ [________________________________]

9.4 — PHOTO / VIDEO DOCUMENTATION LOG (MOVE-OUT)

Total photographs taken at move-out: [____]
Video recorded: ☐ Yes ☐ No | Duration: [____] minutes

SECTION 10 — SECURITY DEPOSIT ACCOUNTING

Itemized statement mailed / delivered on: [__/__/____]
Refund check mailed / delivered on: [__/__/____]
Method of delivery: ☐ First-class mail ☐ Certified mail ☐ Hand delivery ☐ Electronic transfer

SECTION 11 — MOVE-OUT SIGNATURES

By signing below, the parties acknowledge that this checklist accurately reflects the condition of the premises at the time of the move-out inspection.

Tenant Signature: __________________________________________ Date: [__/__/____]

Tenant Printed Name: [________________________________]

Tenant Signature (2): __________________________________________ Date: [__/__/____]

Tenant Printed Name: [________________________________]

Landlord / Agent Signature: __________________________________________ Date: [__/__/____]

Printed Name / Title: [________________________________]

SECTION 12 — GENERAL COMPLIANCE NOTES

IMPORTANT: Security deposit laws vary significantly by state. Before using this checklist, verify the following in your jurisdiction:

1. Deposit Limits — Many states cap security deposits (e.g., one month's rent, 1.5 months, two months). Confirm the applicable limit.

2. Return Deadlines — States impose different deadlines for returning deposits after tenancy ends (ranging from 14 to 60 days). Missing the deadline may result in forfeiture of the right to retain any portion of the deposit.

3. Itemized Statement — Most states require an itemized written statement of deductions. Some require receipts or invoices for repair work.

4. Normal Wear and Tear — Landlords generally may not deduct for normal wear and tear. Definitions vary by state and case law.

5. Pre-Move-Out Inspection — Some states (notably California) require the landlord to offer the tenant a pre-move-out inspection so the tenant may remedy deficiencies before the final inspection.

6. Interest on Deposits — Certain states and localities require landlords to hold deposits in interest-bearing accounts and pay interest to tenants.

7. Penalties — Many states impose double or treble damages for bad-faith withholding of security deposits, plus attorney fees.

8. Forwarding Address — Some states (notably Texas) toll the return deadline until the tenant provides a forwarding address in writing.

9. Photographic Evidence — Some states now require landlords to take and retain photographs at move-in and move-out (e.g., California under AB 2801).

10. Certified Mail — Certain states require deposit accountings to be sent by certified mail (e.g., Florida).

SECTION 13 — RECORD RETENTION

Retain this completed checklist, all photographs, video recordings, receipts, invoices, and correspondence for the period required by your state's statute of limitations for security deposit claims (typically 3-6 years after the tenancy ends).

☐ Move-in checklist filed
☐ Move-in photographs/video archived
☐ Move-out checklist filed
☐ Move-out photographs/video archived
☐ Security deposit accounting mailed/delivered
☐ Receipts/invoices retained
☐ Tenant forwarding address on file

This template is provided for informational purposes only and does not constitute legal advice. Security deposit and inspection requirements vary by jurisdiction. Consult a qualified attorney licensed in your state before relying on this document.