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

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

FLORIDA STATUTES § 83.49 COMPLIANT

This checklist documents the condition of the rental premises at the commencement and termination of a residential tenancy and serves as the basis for security deposit accounting. Florida law imposes strict notice and timing requirements for landlords who wish to impose a claim on a security deposit.

SECTION 1 — PROPERTY AND TENANCY INFORMATION

Florida Deposit Holding Requirements (Fla. Stat. § 83.49(1)): The landlord must hold the security deposit in one of three ways:

1. ☐ Separate non-interest-bearing account in a Florida banking institution — tenant must be notified of bank name and address within 30 days of receipt
2. ☐ Separate interest-bearing account in a Florida banking institution — tenant is entitled to at least 75% of the annualized average interest rate or 5% per year simple interest, whichever is greater; landlord must notify tenant within 30 days of receipt
3. ☐ Surety bond posted with the clerk of the circuit court in the county where the dwelling is located — bond must be in the amount of the deposit and pay 5% interest per year to the tenant

Required notice to tenant (within 30 days of receipt):
☐ Written notice of deposit holding method provided to tenant on [__/__/____]
☐ Notice sent by: ☐ Certified mail ☐ Hand delivery

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

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 Number: [________________________________]

(Copy this section for each additional bedroom.)

3.5 — DINING AREA / HALLWAYS

3.6 — LAUNDRY AREA

3.7 — GARAGE / CARPORT / PARKING

3.8 — EXTERIOR / PATIO / LANAI / POOL

3.9 — SAFETY DEVICES (Florida Requirements)

Florida requires smoke detectors in every sleeping room and in every room in the path of the means of egress (Fla. Stat. § 553.895, Florida Building Code). Carbon monoxide detectors are required in buildings with fossil-fuel-burning appliances or attached garages (Fla. Stat. § 553.885).

3.10 — PLUMBING / HVAC / ELECTRICAL

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

SECTION 7 — MOVE-IN AGREED REPAIRS

SECTION 8 — MOVE-IN SIGNATURES

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 Last Known Mailing Address (for certified mail notice):
[________________________________]
[________________________________]

Tenant Email Address (if Fla. Stat. § 83.505 electronic notice authorized):
[________________________________]

Move-Out Condition Assessment

Utility Meter Readings at Move-Out

Keys and Access Devices Returned

Unreturned key / device replacement cost: $ [________________________________]

Move-Out Photo / Video Documentation

Total photographs: [____] | Video recorded: ☐ Yes ☐ No

SECTION 10 — SECURITY DEPOSIT RETURN PROCEDURE (FLORIDA STATUTORY STEPS)

Step 1: Determine Whether to Impose a Claim

☐ No claim on deposit — Return full deposit (plus interest if applicable) within 15 days after tenant vacates (Fla. Stat. § 83.49(3)(a)).

☐ Landlord intends to impose a claim — Proceed to Step 2.

Step 2: Send Written Notice of Intent to Impose Claim (30-Day Deadline)

CRITICAL: The landlord must send written notice of intent to impose a claim within 30 days after the tenant vacates. The notice must be sent by certified mail to the tenant's last known mailing address (or by email per § 83.505 if authorized).

Required statutory language (Fla. Stat. § 83.49(3)(a)):

"This is a notice of my intention to impose a claim for damages in the amount of $[________] upon your security deposit, due to [________________________________]. It is sent to you as required by s. 83.49(3), Florida Statutes. You are hereby notified that you must object in writing to this deduction from your security deposit within 15 days from the time you receive this notice or I will be authorized to deduct my claim from your security deposit. Your objection must be sent to [landlord's address]."

☐ Notice of intent to impose claim sent on [__/__/____]
☐ Sent by: ☐ Certified mail ☐ Email per § 83.505
☐ Certified mail tracking number: [________________________________]

Step 3: Tenant Objection Period (15 Days)

The tenant has 15 days from receipt of the notice to object in writing. If the tenant does not object within 15 days, the landlord may deduct the claimed amount.

☐ Tenant objection received: ☐ Yes ☐ No
☐ Date of tenant objection: [__/__/____]
☐ If tenant objected — landlord must resolve through negotiation or file suit

Step 4: Final Deposit Accounting

Final refund / accounting mailed on: [__/__/____]
Method: ☐ Certified mail ☐ First-class mail ☐ Personal delivery

SECTION 11 — MOVE-OUT SIGNATURES

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

Tenant Printed Name: [________________________________]

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

Tenant Printed Name: [________________________________]

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

Printed Name / Title: [________________________________]

SECTION 12 — FLORIDA COMPLIANCE SUMMARY

Security Deposit — No Statutory Limit

Florida does not impose a statutory limit on the amount a landlord may collect as a security deposit. However, excessive deposits may be challenged as unconscionable.

Normal Wear and Tear (Fla. Stat. § 83.43(7))

Florida defines "normal wear and tear" as "deterioration or depreciation in value by normal and reasonable use." Examples include: minor scuffs on walls, slight carpet wear in traffic areas, fading of paint from sunlight, worn finish on door handles. Damage beyond normal wear includes: large holes in walls, pet damage, stains or burns on flooring, broken fixtures, unauthorized modifications.

Deposit Holding — Penalties for Non-Compliance

• Failure to provide the required written notice of how the deposit is held within 30 days of receipt constitutes a waiver of the right to impose a claim on the deposit
• Failure to send the notice of intent to impose a claim within 30 days after the tenant vacates waives the landlord's right to make deductions
• If the landlord holds the deposit in an interest-bearing account, the tenant is entitled to 75% of the annualized average interest rate or 5% simple interest per year, whichever the landlord selects

Commingling Prohibited

The landlord may not commingle the security deposit with the landlord's personal funds. The deposit must be held in a separate account or posted as a surety bond.

Hurricane / Storm Damage

Florida landlords should note that damage caused by hurricanes, tropical storms, or other natural disasters is generally not chargeable to the tenant. Document any pre-existing storm damage and any storm-related damage occurring during the tenancy separately from tenant-caused damage.

Condominium and HOA Properties

If the rental unit is within a condominium association or homeowners association, additional move-in/move-out inspection requirements may apply under the association's governing documents. Verify any association-required checklists or deposits.

SECTION 13 — RECORD RETENTION

Retain this completed checklist, all photographs, video recordings, receipts, invoices, and correspondence for at least five years after the tenancy ends (consistent with the statute of limitations for written contracts under Fla. Stat. § 95.11(2)(b)).

☐ Move-in checklist filed
☐ Move-in photographs/video archived
☐ Move-out checklist filed
☐ Move-out photographs/video archived
☐ Deposit holding notice (copy) filed
☐ Notice of intent to impose claim (copy + certified mail receipt) filed
☐ Security deposit accounting filed
☐ Tenant forwarding address on file

This template is provided for informational purposes only and does not constitute legal advice. Florida security deposit law requires strict compliance with statutory notice procedures. Consult a qualified Florida attorney before relying on this document.