Landlord Move-In / Move-Out Condition Checklist — New York

LANDLORD MOVE-IN / MOVE-OUT CONDITION CHECKLIST — NEW YORK

Select the applicable New York deposit route before use.

This checklist documents the condition of the rental premises at the commencement and termination of a residential tenancy. For dwelling units covered by N.Y. Gen. Oblig. Law § 7-108(1-a), the landlord must provide an itemized statement and return the remaining deposit within fourteen days after the tenant vacates, or forfeit the right to retain any portion.

For a shorter joint condition agreement and pre-vacate inspection record, use New York Move-In Condition Agreement and Pre-Vacate Inspection Record. This checklist adds detailed room, meter, key, repair, photograph, and deposit-accounting fields.

SECTION 1 — PROPERTY AND TENANCY INFORMATION

New York Deposit Limit: For dwelling units covered by GOL § 7-108(1-a)(a), the general limit on a deposit or advance is one month's rent, regardless of its label. Confirm whether a listed statutory exception applies, including a qualifying seasonal-use dwelling or owner-occupied cooperative apartment.

Unit Type (check one):
☐ Non-rent-stabilized (confirm GOL § 7-108(1-a) coverage and exclusions)
☐ Rent-stabilized (check the 2025 chapter 436 lease-or-renewal transition below)
☐ Rent-controlled
☐ NYC Housing Authority (NYCHA)
☐ Mitchell-Lama
☐ Other regulated: [________________________________]

For a rent-stabilized unit: Lease or renewal entered into on [__/__/____]. Chapter 436 of the 2025 Laws made amended GOL § 7-107 applicable to a lease or renewal entered into on or after the thirtieth day after that law became law. Confirm the enactment and effective dates and mark whether this tenancy meets that transition: ☐ Yes ☐ No ☐ Not yet confirmed. If it does not, do not present the amended deposit limit, deduction, inspection, or 14-day return steps below as duties imposed by amended § 7-107.

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

Pre-occupancy inspection offered on: [__/__/____] Tenant requested it: ☐ Yes ☐ No

For a unit covered by GOL § 7-108(1-a)(c), or a rent-stabilized lease or renewal to which amended § 7-107(4) applies, offer the tenant an inspection after lease signing and before occupancy begins. If the tenant requests it, both parties should sign this condition record before occupancy, identifying existing defects and damage. A condition recorded in that agreement cannot later support a deposit deduction.

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 / STAIRS

3.6 — LAUNDRY AREA (if in-unit)

3.7 — STORAGE / BASEMENT / PARKING

3.8 — EXTERIOR / FIRE ESCAPE / BALCONY

3.9 — SAFETY DEVICES (New York Requirements)

For covered NYC multiple dwellings, Admin. Code § 27-2045 addresses smoke and carbon monoxide devices; its requirements vary by dwelling class. Section 27-2043 sets the entrance-lock requirements, including a latch set, deadbolt, and chain guard for a class A multiple dwelling. Section 27-2041.1 requires owners to maintain self-closing doors where another applicable law requires them. Section 27-2043.1(a)-(b) requires window guards in covered multiple-dwelling units where a child age 10 or younger resides, subject to the fire-escape and first-floor egress exceptions.

3.10 — PLUMBING / HEATING / ELECTRICAL

NYC Heat Season Check: Where central heat is required, NYC Admin. Code § 27-2029 sets at least 68°F from 6 a.m. to 10 p.m. when the outside temperature is below 55°F, and at least 62°F from 10 p.m. to 6 a.m., from October 1 through May 31.

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

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

Tenant-requested inspection before move-out

For a unit covered by GOL § 7-108(1-a)(d), or a rent-stabilized lease or renewal to which amended § 7-107(5) applies, after either party gives notice of an intent to end the tenancy, notify the tenant in writing within a reasonable time of the right to request and attend an inspection before vacating. This notice step is excepted if the tenant gives less than two weeks' termination notice. If requested, schedule the inspection one to two weeks before the tenancy ends, give at least 48 hours' written notice of its date and time, then give an itemized statement of proposed cleaning or repairs that could lead to deductions. The tenant may cure those conditions before the tenancy ends.

Written notice of inspection right given: [__/__/____] Tenant requested inspection: ☐ Yes ☐ No

Scheduled pre-move-out inspection: [__/__/____] at [____:____] 48-hour written scheduling notice given: [__/__/____]

Tenant present: ☐ Yes ☐ No Proposed deduction statement delivered: [__/__/____]

Final condition record

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:
[________________________________]
[________________________________]

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 ACCOUNTING (14-DAY DEADLINE)

CRITICAL DEADLINE — GOL §§ 7-108(1-a)(e), 7-107(6): For units covered by § 7-108(1-a)(e), or a rent-stabilized lease or renewal to which amended § 7-107(6) applies, the landlord must provide an itemized statement indicating the basis for the amount retained and return any remaining deposit within 14 days after the tenant vacates. Failure to provide both within that period forfeits the landlord's right to retain any portion of the deposit.

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

Itemized statement mailed / delivered on: [__/__/____]
Refund check mailed / delivered on: [__/__/____]
Delivery method: ☐ First-class mail ☐ Certified 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 — NEW YORK COMPLIANCE SUMMARY

Security Deposit — Non-Rent-Stabilized Units (GOL § 7-108)

• Maximum deposit: Generally one month's rent for covered units, subject to the exceptions in GOL § 7-108(1-a)(a)
• Trust account: The deposit remains the tenant’s money, held in trust and apart from the landlord’s personal money. An interest-bearing New York bank account is required for property containing six or more family dwelling units; for other property it is optional. If interest is earned, § 7-103(2) governs the landlord’s annual administration amount and the tenant’s remaining interest.
• Deposit notice: If the deposit is placed in a bank, the landlord must notify the tenant in writing of its name and address and the amount deposited.
• Return deadline: 14 days after the tenant vacates, with itemized statement.
• Forfeiture: Failure to provide the itemized statement within 14 days forfeits the right to retain any portion of the deposit.

Security Deposit — Rent-Stabilized Units (GOL § 7-107)

Check the 2025 chapter 436 lease-or-renewal transition above before applying amended § 7-107's deposit limit, inspection, deduction, and 14-day return provisions. GOL § 7-103 separately governs trust treatment and interest.

• Maximum deposit: One month's rent
• Trust account: Must be held in trust and cannot be commingled with the landlord's personal funds. For property containing six or more family dwelling units, the deposit must be placed in an interest-bearing New York bank account.
• Interest: If deposited in an interest-bearing account, the landlord may retain an annual administration amount equivalent to 1% of the deposited security; the remaining interest belongs to the tenant under GOL § 7-103(2).
• Return: GOL § 7-107(6) itself requires an itemized statement and return of any remaining deposit within 14 days after the tenant vacates. Failure to do both within that period forfeits the right to retain any portion.

Normal Wear and Tear

Describe actual condition and compare the move-in agreement and photographs before classifying a condition. GOL §§ 7-107(3) and 7-108(1-a)(b) distinguish tenant-caused damage beyond normal wear from ordinary wear and damage caused by a prior tenant.

Prohibited Deductions

• The landlord may not deduct for painting an apartment that was not damaged beyond normal wear and tear
• For units covered by GOL §§ 7-107(3) or 7-108(1-a)(b), limit retained amounts to the statute's reasonable, itemized categories: unpaid rent, damage beyond normal wear, utilities payable directly to the landlord under the tenancy, and moving or storage of belongings.

Federal Lead Paint Disclosure; NYC Investigation Rule

For a lease of covered pre-1978 target housing, provide the EPA-approved lead pamphlet, disclose known lead-based paint or hazards, and provide available records before the tenant is bound, under 40 C.F.R. §§ 745.103 and 745.107. This condition record does not replace the separate lead disclosure. NYC Admin. Code § 27-2056.4 also imposes lead-hazard investigation duties in covered older multiple dwellings when a child of the applicable age resides there. Note any deteriorating paint in the checklist above.

NYC-Specific Requirements

• Window guards: Check the multiple-dwelling and egress conditions in NYC Admin. Code § 27-2043.1(a)-(b).
• Entrance locks: NYC Admin. Code § 27-2043 requires a key lock and key for a dwelling unit entrance; class A multiple dwellings have additional latch-set, deadbolt, and chain-guard requirements.
• Self-closing doors: Maintain the doors required to self-close under applicable law (NYC Admin. Code § 27-2041.1).
• Heat and hot water: Check the applicable heat-season conditions in NYC Admin. Code § 27-2029 and the 6 a.m. to midnight hot-water rule and exceptions in § 27-2031.

SECTION 13 — RECORD RETENTION

Set the retention period after comparing company policy, the lease, preservation duties, and every claim-specific limitations rule. CPLR § 213(2) supplies six years only for contractual obligations within its scope and express exceptions; it does not establish one six-year period for both contract and property-damage claims.

☐ Move-in checklist filed
☐ Move-in photographs/video archived
☐ Move-out checklist filed
☐ Move-out photographs/video archived
☐ Security deposit accounting filed
☐ Bank account notice provided to tenant
☐ Tenant forwarding address on file

This template is provided for informational purposes only and does not constitute legal advice. New York landlord-tenant law involves overlapping state, city, and regulatory requirements. Consult a qualified New York attorney before relying on this document.