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

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

Condition record and deposit timeline under Fla. Stat. § 83.49

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 financial institution — give the holding-method notice below when § 83.49(2) applies
2. ☐ Separate interest-bearing account in a Florida financial institution — tenant receives at least 75% of the annualized average interest rate payable on that account or 5% per year simple interest, whichever the landlord elects under Fla. Stat. § 83.49(1)(b); give the holding-method notice below when § 83.49(2) applies
3. ☐ Surety bond posted with the clerk of the circuit court in the county where the dwelling is located — bond must equal the deposits and advance rent held or $50,000, whichever is less, and the landlord must pay 5% simple interest per year to the tenant. A landlord renting in five or more counties may instead use the statutory statewide bond option, capped at $250,000.

Deposit holding-method notice (§ 83.49(2)): This statutory notice duty does not apply to a landlord renting fewer than five individual dwelling units. For a covered landlord, give the required disclosure in the lease or within 30 days after receiving the deposit or advance rent; include the depository name and address or surety-bond statement, interest status, and the disclosure prescribed in § 83.49(2)(d). This checklist is an internal record and does not supply that disclosure to the tenant.
☐ Required lease disclosure or separate written notice provided to tenant on [__/__/____] ☐ Fewer-than-five-unit exception applies
☐ Notice given: ☐ In person ☐ By mail ☐ By e-mail under signed § 83.505 addendum

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 (RECORD CONDITION; CHECK APPLICABLE REQUIREMENTS)

For a rented single-family home or duplex, the landlord must install working smoke detection devices when the tenancy begins unless the parties agree otherwise in writing (Fla. Stat. § 83.51(2)(b)). Check applicable building, housing, and health codes for other dwellings under § 83.51(1). Section 553.885 requires a carbon monoxide alarm for a qualifying building or addition constructed on or after July 1, 2008, with a listed carbon monoxide source, subject to the section's facility and existing-building exceptions. Record the actual building type, construction or addition date, and equipment before treating that requirement as applicable.

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 — After the tenant vacates for termination of the rental agreement, return the full deposit (plus interest if applicable) within 15 days after termination (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 termination. The notice must be sent by certified mail to the tenant's last known mailing address or by e-mail only under a valid, unrevoked § 83.505 addendum.

Claim-notice sample based on Fla. Stat. § 83.49(3)(a) (complete and send separately):

"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 ☐ E-mail under signed § 83.505 addendum (transmission evidence retained)
☐ 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 and must remit the balance within 30 days after the date of the claim notice under § 83.49(3)(b). A timely objection calls for resolution of the disputed claim before a deduction is treated as settled.

☐ Tenant objection received: ☐ Yes ☐ No
☐ Date of tenant objection: [__/__/____]
☐ If tenant objected — record the objection and obtain review before treating the claim as resolved

Step 4: Final Deposit Accounting

Final refund / accounting mailed on: [__/__/____]
If no timely objection, 30-day balance deadline measured from claim notice: [__/__/____]
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

Section 83.49 does not set a numerical cap on a security deposit. Review the rental agreement and any other applicable rule before setting or collecting an amount.

Distinguishing Ordinary Use from Damage

Section 83.43 does not define “normal wear and tear.” Document condition factually and compare the move-in and move-out evidence. Identify the actual lease or statutory basis for a proposed deduction and have Florida counsel evaluate disputed ordinary-use conditions.

Deposit Holding — Penalties for Non-Compliance

• For a landlord renting at least five individual dwelling units, § 83.49(2) requires the initial holding-method disclosure in the lease or within 30 days after receipt; the statute does not say that failure to give this initial notice waives a later deposit claim
• Failure to provide the notice of intent to impose a claim within 30 days after termination forfeits the right to impose a claim on or set off against the deposit; the landlord must return the deposit before pursuing a separate damages action
• 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

Document pre-existing storm damage and any damage occurring during the tenancy separately. Record the facts needed to determine its cause before proposing a tenant charge.

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 the period selected by Florida counsel under the current limitations law and the lease. Do not rely on a generic five-year rule; the applicable period depends on the claim and current statute.

☐ 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.