Landlord Move-In / Move-Out Condition Checklist — California

LANDLORD MOVE-IN / MOVE-OUT CONDITION CHECKLIST — CALIFORNIA

CALIFORNIA CIVIL CODE § 1950.5 WORKSHEET

This checklist supports documentation under California Civil Code Section 1950.5 and Assembly Bill 2801. It does not establish compliance by itself. Complete the current inspection, photograph, deduction, delivery, and AB 414 electronic-return requirements for the actual tenancy.

SECTION 1 — PROPERTY AND TENANCY INFORMATION

California Deposit Limit (Civ. Code § 1950.5(c)): For security collected or demanded on or after July 1, 2024, the general residential limit is one month's rent regardless of whether the unit is furnished. A qualified small landlord may have a limited two-month route; the ownership, unit-count, entity, and servicemember conditions must be verified before using it.

SECTION 2 — CONDITION RATING SYSTEM

SECTION 3 — MOVE-IN INSPECTION

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

AB 2801 PHOTOGRAPHIC DOCUMENTATION — MOVE-IN

For tenancies beginning on or after July 1, 2025: The landlord must take photographs of the unit immediately before or at the inception of the tenancy. Take clear photographs that record its condition.

☐ Move-in photographs taken on [__/__/____]
☐ Number of photographs: [____]
☐ Move-in photographs delivered voluntarily to tenant by: ☐ Mail ☐ Email ☐ Flash drive ☐ Online link
☐ Tenant acknowledges receipt of photographs, if delivered

Preserve the photographs and this checklist together. Record and resolve any difference between them before either party signs the move-in condition record.

3.1 — LIVING ROOM / ENTRY

3.2 — KITCHEN

3.3 — BATHROOM(S)

Bathroom Location: [________________________________]

(Copy this section for each additional bathroom.)

3.4 — BEDROOM(S)

Bedroom Location / Number: [________________________________]

(Copy this section for each additional bedroom.)

3.5 — DINING AREA / HALLWAYS / STAIRS

3.6 — LAUNDRY AREA

3.7 — GARAGE / PARKING / STORAGE

3.8 — EXTERIOR / PATIO / BALCONY

3.9 — SAFETY DEVICES AND CONDITION CHECKS

Check that smoke alarms are operable at the start of a new tenancy and installed at locations required by current building standards (Health & Safety Code § 13113.7(d)(2)(B), (d)(3)). Check that carbon monoxide devices are operable at possession where the unit has a fossil-fuel-burning heater or appliance, fireplace, or attached garage (Health & Safety Code §§ 17926(a), 17926.1(c)).

3.10 — PLUMBING / HVAC / ELECTRICAL

SECTION 4 — UTILITY METER READINGS AT MOVE-IN

SECTION 5 — KEYS AND ACCESS DEVICES AT MOVE-IN

SECTION 6 — MOVE-IN PHOTO/VIDEO LOG

Total photographs: [____] | Video recorded: ☐ Yes ☐ No
Digital files stored at: [________________________________]

SECTION 7 — MOVE-IN AGREED REPAIRS

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 — TENANT'S PRE-MOVE-OUT INSPECTION OPTION

Cal. Civ. Code § 1950.5(f): For a tenancy to which this inspection subdivision applies, give the tenant written notice of the option to request an initial (pre-move-out) inspection and attend it within a reasonable time after either party gives notice of termination or before the lease ends. Subdivision (f)(7) excludes the terminations it lists. If requested, arrange the inspection no earlier than two weeks before termination. Give at least 48 hours' written notice of its date and time unless both parties sign a written waiver of that notice.

Pre-Move-Out Inspection Notice

To tenant [NAME], at [PREMISES]: You may request an initial inspection of the premises before moving out and may be present. If you request it, contact [LANDLORD/AGENT AND CONTACT METHOD] to arrange a date and time. The purpose is to identify conditions you may remedy before the tenancy ends. This notice includes the abandoned-property advisory required by § 1950.5(f)(1):

“State law permits former tenants to reclaim abandoned personal property left at the former address of the tenant, subject to certain conditions. You may or may not be able to reclaim property without incurring additional costs, depending on the cost of storing the property and the length of time before it is reclaimed. In general, these costs will be lower the sooner you contact your former landlord after being notified that property belonging to you was left behind after you moved out.”

Notice delivered by: [METHOD] On: [DATE] By: [NAME]

☐ Written notice of right to pre-move-out inspection provided to tenant on [__/__/____]
☐ Tenant requested pre-move-out inspection: ☐ Yes ☐ No
☐ Pre-move-out inspection scheduled for [__/__/____] at [____:____] ☐ AM ☐ PM
☐ 48-hour written notice of inspection provided on [__/__/____]

Pre-Move-Out Inspection Results

Date of Pre-Move-Out Inspection: [__/__/____]
Tenant Present: ☐ Yes ☐ No

Itemized statement of proposed repair and cleaning deductions delivered to tenant present at inspection, or left inside the premises: ☐ Yes ☐ No

Use the table below as the itemized statement, complete each applicable row, and give the tenant the table and the following statutory text together. Section 1950.5(f)(2) requires the texts of § 1950.5(b)(1)–(4) with that statement.

Civil Code § 1950.5(b)(1)–(4), required text for this inspection statement:

(1) The compensation of a landlord for a tenant’s default in the payment of rent.

(2) The repair of damages to the premises, exclusive of ordinary wear and tear, caused by the tenant or by a guest or licensee of the tenant.

(3) The cleaning of the premises upon termination of the tenancy necessary to return the unit to the same level of cleanliness it was in at the inception of the tenancy. The amendments to this paragraph enacted by the act adding this sentence shall apply only to tenancies for which the tenant’s right to occupy begins after January 1, 2003.

(4) To remedy future defaults by the tenant in any obligation under the rental agreement to restore, replace, or return personal property or appurtenances, exclusive of ordinary wear and tear, if the security deposit is authorized to be applied thereto by the rental agreement.

Items identified during pre-move-out inspection:

PRE-MOVE-OUT INSPECTION RULE: If an initial inspection is conducted and the tenant's possessions do not prevent the landlord from identifying needed repairs or cleaning, Civ. Code § 1950.5(f)(4) generally bars those deductions when they are omitted from the inspection statement. Paragraph (f)(6) preserves deductions for conditions arising after the inspection or not identified because tenant possessions concealed them.

SECTION 10 — FINAL 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:
[________________________________]
[________________________________]

AB 2801 PHOTOGRAPHIC DOCUMENTATION — MOVE-OUT

Effective April 1, 2025: The landlord must take photographs:

1. Within a reasonable time after possession is returned, before any repairs or cleaning for which deductions will be made; and
2. Within a reasonable time after repairs or cleaning are completed.

☐ Pre-repair/cleaning photographs taken on [__/__/____] — Number: [____]
☐ Post-repair/cleaning photographs taken on [__/__/____] — Number: [____]
☐ Where § 1950.5(h)(2) applies, photographs and cost explanation provided with itemized statement

Move-Out Condition Assessment

Utility Meter Readings at Move-Out

Keys and Access Devices Returned

Unreturned key / device replacement cost: $ [________________________________]

SECTION 11 — SECURITY DEPOSIT ACCOUNTING (21-DAY DEADLINE)

DEADLINE: The landlord must furnish the itemized statement and return any remaining security within 21 calendar days after the tenant has vacated the premises, using the applicable methods under Cal. Civ. Code § 1950.5(h)(1).

Date tenant vacated: [__/__/____]
21-day deadline: [__/__/____]

Receipt / Invoice Requirements (Civ. Code § 1950.5(h)(2)):

• If repair and cleaning deductions together exceed $125, and no valid waiver applies, the landlord must include the documents required by § 1950.5(h)(2). A timely tenant request requires documents even when the threshold or a waiver would otherwise excuse them.
• A good-faith estimate is permitted under § 1950.5(h)(3) when repairs cannot reasonably be completed or third-party documents are unavailable within the 21-day period. Complete the statement and document requirements within 14 calendar days after finishing the repair or receiving the missing documents.

☐ Required repair and cleaning documents attached, or threshold/waiver exception and tenant-request follow-up recorded
☐ Good-faith estimates provided (final receipts to follow within 14 days)
☐ Where § 1950.5(h)(2) applies, required photographs supplied with itemized statement

Itemized statement sent on: [__/__/____]
Refund sent on: [__/__/____]

AB 414 Return and Delivery Record

• Deposit or rent was received by electronic transfer: ☐ No ☐ Yes
• Tenant notified of the right to electronic return when required: ☐ Yes ☐ Not applicable after review
• Refund method: ☐ Electronic transfer ☐ Different method agreed in writing: [________]
• Itemization delivery: ☐ Paper ☐ Email under a documented mutual agreement
• Multiple adult tenants reside in the unit: ☐ No ☐ Yes — review the joint-check and itemization rules or attach the all-adult written allocation/delivery agreement
• A tenant made a qualifying separate-return request under Civ. Code § 1950.5(h)(1)(C)(iii): ☐ No ☐ Yes — review that exception before issuing a joint check
• Transaction confirmation / check number: [________________________________]

SECTION 12 — MOVE-OUT SIGNATURES

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

Tenant Printed Name: [________________________________]

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

Tenant Printed Name: [________________________________]

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

Printed Name / Title: [________________________________]

SECTION 13 — CALIFORNIA COMPLIANCE SUMMARY

Normal Wear and Tear

Under Civ. Code § 1950.5(e)(2), a landlord may not deduct for ordinary wear and tear, including its cumulative effects across tenancies. Compare the documented condition at the start and end of this tenancy and record the reason for each proposed deduction.

Prohibited Deductions

• Painting beyond the amount reasonably necessary to restore tenant-caused damage, after accounting for inception condition and ordinary wear
• Replacing carpet for ordinary wear or charging more than the documented, reasonable tenant-caused loss
• Professional cleaning if the tenant left the unit as clean as it was at move-in
• Conditions that pre-existed the tenancy (documented in the move-in checklist)

Penalties for Non-Compliance

• A landlord who in bad faith fails to comply with the itemization and return requirements cannot claim any amount of the security (Civ. Code § 1950.5(h)(7))
• A landlord who retains a deposit in bad faith may be liable for up to two times the deposit amount in addition to actual damages (Civ. Code § 1950.5(m))

Local Ordinances

Check the applicable local ordinances before using this checklist.

SECTION 14 — RECORD RETENTION

Retain this completed checklist, all photographs, video recordings, receipts, invoices, delivery records, electronic-transfer records, and correspondence under the retention period selected by California counsel for the lease, accounting, tax, licensing, and potential-claim context.

☐ Move-in checklist filed
☐ Move-in photographs archived (AB 2801)
☐ Pre-move-out inspection records filed
☐ Move-out checklist filed
☐ Move-out photographs archived (AB 2801 — before and after repairs)
☐ Security deposit accounting and receipts filed
☐ Tenant forwarding address on file

This template is provided for informational purposes only and does not constitute legal advice. California landlord-tenant law changes frequently. Consult a qualified California attorney before relying on this document.