Move-Out Checklist for Landlords (Free)
A move-out checklist compares each room's condition when the tenant leaves with the signed move-in checklist, so every deposit deduction has a line, a reason and a cost behind it. This free template mirrors the move-in form, adds a deposit summary, and works with the security deposit section of your free lease agreement template.
By LandlordTested editorial teamLast reviewed
Move-Out Checklist
Free to use and edit. To get a Word or Google Docs copy, print to PDF or copy the text into a new document.
Move-out inspection checklist
Tenant name(s): ______________________________________________
Property address: ______________________________________________
Unit: __________ Move-in date: ______________ Move-out date: ______________
Inspection date: ______________ Tenant present? [ ] Yes [ ] No
Tenant forwarding address: ______________________________________________
Photos or video taken? [ ] Yes [ ] No Where they are stored: ______________________________
Copy the “Condition at move-in” column from the signed move-in checklist before the inspection. Condition key: N = new, G = good, F = fair (normal wear), P = poor, D = damaged or missing. Only damage beyond normal wear and tear, unpaid rent and other charges allowed by the lease and [STATE] law can be deducted from the deposit.
Room-by-room condition
Entry and hallways
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Entry and hallways | Front door and lock | |||
| Doorbell | ||||
| Walls | ||||
| Ceiling | ||||
| Floor or carpet | ||||
| Light fixtures | ||||
| Closet and doors | ||||
| Outlets and switches |
Living room
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Living room | Walls | |||
| Ceiling | ||||
| Floor or carpet | ||||
| Windows and screens | ||||
| Blinds or window coverings | ||||
| Light fixtures and fans | ||||
| Outlets and switches | ||||
| Doors and closet |
Kitchen
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Kitchen | Walls and ceiling | |||
| Floor | ||||
| Cabinets and drawers | ||||
| Countertops | ||||
| Sink and faucet | ||||
| Garbage disposal | ||||
| Refrigerator and freezer | ||||
| Stove, oven and burners | ||||
| Range hood or vent fan | ||||
| Dishwasher | ||||
| Microwave | ||||
| Windows and screens | ||||
| Light fixtures | ||||
| Outlets (including GFCI) |
Dining area
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Dining area | Walls and ceiling | |||
| Floor | ||||
| Windows and coverings | ||||
| Light fixtures |
Bedroom 1
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Bedroom 1 | Walls and ceiling | |||
| Floor or carpet | ||||
| Windows, screens and locks | ||||
| Blinds or window coverings | ||||
| Closet, doors and shelving | ||||
| Light fixtures and fans | ||||
| Outlets and switches | ||||
| Smoke alarm |
Bedroom 2
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Bedroom 2 | Walls and ceiling | |||
| Floor or carpet | ||||
| Windows, screens and locks | ||||
| Blinds or window coverings | ||||
| Closet, doors and shelving | ||||
| Light fixtures and fans | ||||
| Outlets and switches | ||||
| Smoke alarm |
Bedroom 3
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Bedroom 3 | Walls and ceiling | |||
| Floor or carpet | ||||
| Windows, screens and locks | ||||
| Blinds or window coverings | ||||
| Closet, doors and shelving | ||||
| Light fixtures and fans | ||||
| Outlets and switches | ||||
| Smoke alarm |
Bathroom 1
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Bathroom 1 | Walls and ceiling | |||
| Floor | ||||
| Toilet | ||||
| Sink, faucet and drain | ||||
| Tub or shower | ||||
| Tile and caulking | ||||
| Mirror and medicine cabinet | ||||
| Towel bars and fixtures | ||||
| Exhaust fan | ||||
| Outlets (including GFCI) |
Bathroom 2
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Bathroom 2 | Walls and ceiling | |||
| Floor | ||||
| Toilet | ||||
| Sink, faucet and drain | ||||
| Tub or shower | ||||
| Tile and caulking | ||||
| Mirror and medicine cabinet | ||||
| Towel bars and fixtures | ||||
| Exhaust fan | ||||
| Outlets (including GFCI) |
Laundry and utility
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Laundry and utility | Washer | |||
| Dryer and vent | ||||
| Water heater | ||||
| Furnace or heating system | ||||
| Air conditioning | ||||
| Thermostat | ||||
| Electrical panel |
Exterior, garage and yard
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Exterior, garage and yard | Garage or parking space | |||
| Garage door and opener | ||||
| Patio, deck or balcony | ||||
| Yard and lawn | ||||
| Fences and gates | ||||
| Mailbox and key | ||||
| Exterior lights | ||||
| Trash and recycling bins |
Safety
| Room | Item | Condition at move-in | Condition at move-out | Deduction and reason |
|---|---|---|---|---|
| Safety | Smoke alarms (tested) | |||
| Carbon monoxide alarms (tested) | ||||
| Fire extinguisher | ||||
| Door and window locks | ||||
| Deadbolts |
Cleaning
- Appliances cleaned inside and out
- Cabinets, drawers and closets emptied and wiped
- Floors swept, mopped or vacuumed
- Bathrooms cleaned
- All trash and belongings removed, including from the garage, yard and storage areas
- Walls free of tape, nails and hooks beyond what the lease allows
Keys and access devices returned
| Item | Quantity given at move-in | Quantity returned |
|---|---|---|
| Door keys | ||
| Mailbox keys | ||
| Garage door remotes | ||
| Fobs or access cards |
Meter readings at move-out
| Utility | Reading | Date |
|---|---|---|
| Electric | ||
| Gas | ||
| Water |
Deposit summary
| Item | Amount |
|---|---|
| Security deposit held | $ |
| Interest owed to tenant, if required by [STATE] law | $ |
| Unpaid rent | $ |
| Repairs beyond normal wear and tear (itemize above) | $ |
| Cleaning beyond normal (itemize above) | $ |
| Other charges allowed by the lease | $ |
| Amount refunded to tenant | $ |
| Amount still owed by tenant | $ |
Itemized statement and refund sent on: ______________ Method: ______________
[STATE] deadline for returning the deposit or itemized list: __________ days after ______________
Signatures
Tenant signature: ______________________________ Date: ______________
Landlord or agent signature: ______________________________ Date: ______________
A tenant’s signature confirms they took part in the inspection. It does not mean the tenant agrees with every deduction.
This template is general information, not legal advice. Check your state’s rules before using it.
On this page
How to fill in the move-out checklist
Before the inspection
Pull the signed move-in checklist and copy each item’s move-in condition into the “Condition at move-in” column. Do this before you walk in, so you’re checking against the record and not against your memory of what the place should look like.
Ask the tenant for a forwarding address in writing. In several states, including Texas, Michigan and Rhode Island, the return deadline or your obligation depends on it.
Header
Fill in names, address, unit, move-in and move-out dates, the inspection date and whether the tenant attended. Note where the photos and video are stored.
Room-by-room tables
For each item, write the move-out condition with the same key (N, G, F, P, D) and, where it’s worse than at move-in, a deduction and the reason. Be specific. “Bedroom 2 wall: three holes, about 1 inch each, from a TV mount. Patch and paint, $140” is a deduction you can defend. “Walls damaged, $300” isn’t.
Charge for the cost of the repair, not the cost of replacing something that was already old. A carpet that was 8 years old at move-in with a 10-year life has little value left, so charging for a full new carpet invites a dispute.
Cleaning, keys and meters
Tick the cleaning items and count the keys and remotes against the move-in numbers. Record final meter readings for the utility transfer.
Deposit summary
Start with the deposit you’re holding, add any interest your state requires, and subtract unpaid rent and itemized deductions. On a $1,650 deposit with $140 of wall repair and $95 of cleaning beyond normal, the refund is $1,415. Write the date you sent the itemized statement and how you sent it.
Sending the itemized statement
Send the itemized list and any refund to the tenant’s forwarding address by a method you can prove, such as certified mail, and keep a copy with the checklist, photos and invoices. Florida requires certified mail for a notice of claim. If the cost of a repair isn’t known yet, some states, North Carolina among them, allow an interim accounting followed by a final one, so check before you guess at a number.
Security deposit return deadlines by state
| State | Deadline | What else to know |
|---|---|---|
| Arizona | 14 days (excluding weekends and holidays) | Runs from the tenant’s demand; 2x for wrongful withholding |
| California | 21 days | Receipts for deductions over $125; dated move-out photos required |
| Florida | 15 days if no claim; 30 days to send a claim | Claim notice goes by certified mail, or you lose the right to deduct |
| Georgia | 30 days | Inspect within 3 business days of move-out |
| Massachusetts | 30 days | Itemized list signed under penalty of perjury, with receipts or estimates |
| Michigan | 30 days | Tenant must give a forwarding address within 4 days of moving out |
| New York | 14 days | No itemized statement on time means no deductions at all |
| Texas | 30 days | Not owed until the tenant gives a written forwarding address |
Illinois requires an itemized statement within 30 days, with paid receipts or estimates, or the full deposit within 45. Oregon allows 31 days and limits carpet-cleaning deductions. Several states, including Ohio, Maryland, Minnesota and New Jersey, also require interest on deposits, which belongs on the summary.
Mistakes to avoid
- Charging for normal wear. Faded paint after three years isn’t damage.
- Estimating instead of itemizing. List each repair with a cost. Keep invoices.
- Missing the deadline by a day. In New York and Florida, that can cost you every deduction.
- Mailing to the rental address. Use the forwarding address the tenant gave you.
- No photos. A checklist with dated photos is far stronger than a checklist alone.
Questions landlords ask
The questions we get most, each answered in a paragraph.
How long do I have to return a security deposit?
It depends on the state. New York allows 14 days and Arizona 14 days excluding weekends and holidays. California allows 21 days. Texas, Ohio, Georgia, Massachusetts and Washington allow 30 days. Alabama and Arkansas allow 60. Some clocks start at move-out, others when the tenant gives a forwarding address, so check the exact trigger in your state's statute.
What counts as normal wear and tear?
The gradual decline that comes from living somewhere: light scuffs, minor fading, worn carpet in walkways, a few small nail holes. Damage is something beyond that, such as large holes in walls, pet stains, burns, broken fixtures or missing items. Your move-in checklist is how you show the difference, so compare the two columns line by line.
Should the tenant be present for the move-out inspection?
It helps. Offering the tenant a walk-through lets you point out problems while they can still fix them, and it cuts down on disputes. In Georgia, the landlord must inspect within 3 business days after move-out, and New York landlords must offer a pre-move-out inspection. Wherever you are, take dated photos.
What happens if I miss the deposit deadline?
Penalties can be steep. In New York, missing the 14-day itemized statement means you forfeit the right to keep any of the deposit. Several states award double damages for wrongful withholding, Massachusetts and Colorado can award treble damages, and Texas adds $100 plus three times the amount wrongfully withheld for bad faith.