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 most residential tenancies beginning on or after July 1, 2024, the total security is capped at 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

Effective July 1, 2025: The landlord must take photographs of the unit immediately before or at the inception of the tenancy. The photographs must clearly depict the condition of the unit.

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

If the written description in this checklist differs from the photographs, the photographs shall be relied upon as evidence of the move-in condition.

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 (California-Specific Requirements)

California law requires working smoke detectors in each bedroom, outside each sleeping area, and on every level of the dwelling (Health & Safety Code § 13113.8). Carbon monoxide detectors are required in all units with fossil-fuel-burning appliances or attached garages (Health & Safety Code § 17926).

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 — PRE-MOVE-OUT INSPECTION (CALIFORNIA MANDATORY)

IMPORTANT — Cal. Civ. Code § 1950.5(f): The landlord is required to notify the tenant in writing of the tenant's right to request an initial (pre-move-out) inspection and the tenant's right to be present at that inspection. This notice must be given within a reasonable time after either party gives notice of intent to terminate (or before the lease end date). If the tenant requests the inspection, the landlord must conduct it no earlier than two weeks before the termination date and must provide at least 48 hours' written notice of the inspection date and time.

Pre-Move-Out Inspection Notice

☐ 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 deficiencies provided to tenant: ☐ Yes ☐ No

Items identified during pre-move-out inspection:

AB 2801 RESTRICTION: If a pre-move-out inspection is conducted and the tenant's possessions do not prevent the landlord from identifying deficiencies, the landlord is prohibited from later deducting from the security deposit for items that were not included on the itemized pre-move-out statement.

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: [____]
☐ Photographs provided to tenant 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 mail or personally deliver the itemized statement and any refund within 21 calendar days after the tenant has vacated the premises. (Cal. Civ. Code § 1950.5(h).)

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

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

• If deductions for repair or cleaning exceed $125, the landlord must attach copies of documents showing charges actually incurred (receipts, invoices).
• If work is not yet completed, the landlord must provide a good-faith estimate and furnish actual receipts within 14 days of completion.

☐ Receipts / invoices attached for all deductions exceeding $125
☐ Good-faith estimates provided (final receipts to follow within 14 days)
☐ AB 2801 photographs attached to 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 departing adult tenants: ☐ No ☐ Yes — written allocation/delivery record attached
• 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 California law, a landlord may not deduct from a security deposit for conditions that constitute "ordinary wear and tear." Examples of normal wear and tear include: minor scuff marks on walls, slight carpet wear from ordinary foot traffic, fading of paint or curtains due to sunlight, small nail holes from hanging pictures, and minor wear around door handles. Examples of damage beyond normal wear and tear include: large holes in walls, stains or burns on carpet, broken windows, unauthorized alterations, and pet damage.

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

• Failure to return the deposit and itemized statement within 21 days may result in the landlord forfeiting the right to retain any portion
• 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

Many California cities (San Francisco, Los Angeles, Oakland, Berkeley, Santa Monica, San Jose, and others) impose additional requirements including rent control, just-cause eviction protections, interest on deposits, and specific inspection requirements. Verify all local rules.

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.