Free Move-In Move-Out Inspection Checklist Template
A room-by-room move-in and move-out inspection checklist that records condition, photos and signatures to protect the security deposit.
A move-in move-out checklist records the condition of each room at the start and end of a tenancy, signed by landlord and tenant. It is the best evidence in security deposit disputes, showing what damage already existed and what is normal wear and tear.
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MOVE-IN / MOVE-OUT INSPECTION CHECKLIST Property: [ADDRESS, UNIT] Tenant(s): [NAMES] Landlord/Manager: [NAME] Move-in inspection date: [DATE] Move-out inspection date: [DATE] Instructions: For each item, note condition at move-in and move-out (New / Good / Fair / Poor / Damaged) and describe any damage, stains, marks or missing items. Take dated photos and list photo references. Both parties sign each inspection. | Room / Item | Move-in condition and notes | Photo ref | Move-out condition and notes | Photo ref | |---|---|---|---|---| | ENTRY: door, lock, floor, walls, lights | | | | | | LIVING ROOM: walls, ceiling, floor/carpet, windows, blinds, outlets, lights | | | | | | KITCHEN: counters, cabinets, sink, faucet, stove/oven, fridge, dishwasher, microwave, floor, walls | | | | | | DINING: walls, floor, lights, windows | | | | | | BEDROOM 1: walls, floor/carpet, closet, doors, windows, blinds, lights | | | | | | BEDROOM 2: walls, floor/carpet, closet, doors, windows, blinds, lights | | | | | | BATHROOM 1: toilet, sink, tub/shower, tiles, grout, mirror, cabinet, fan, floor | | | | | | BATHROOM 2: toilet, sink, tub/shower, tiles, grout, mirror, cabinet, fan, floor | | | | | | LAUNDRY: washer, dryer, hookups | | | | | | HVAC: heating, cooling, filters, thermostat | | | | | | SAFETY: smoke detectors, carbon monoxide detectors, fire extinguisher | | | | | | EXTERIOR: balcony/patio, yard, garage, parking, storage | | | | | | KEYS: number of keys, fobs, remotes, mailbox keys | | | | | Existing damage or issues noted at move-in: ______________________________________ Repairs Landlord agreed to make and date: ______________________________________ Meter readings at move-in: electricity ______ gas ______ water ______ Meter readings at move-out: electricity ______ gas ______ water ______ MOVE-IN SIGNATURES Tenant: ______________________ Date: __________ Landlord: ____________________ Date: __________ MOVE-OUT SIGNATURES Tenant: ______________________ Date: __________ Forwarding address: ________________________ Landlord: ____________________ Date: __________ Note: Normal wear and tear, such as minor scuffs, light carpet wear and faded paint, is generally not chargeable to the tenant. Deposit return deadlines and itemization rules are set by state law. --- This free template is provided by ClauseAudit for general informational purposes and is not legal advice. Have it reviewed before use. Replace all [BRACKETED] placeholders.
When to use this template
- On move-in day, before unpacking.
- At move-out, ideally during a joint walk-through.
- Whenever a landlord and tenant want an agreed record of condition.
How to fill it in
- Walk every room and fill in the move-in column before moving furniture in.
- Take dated photos or video and record photo references.
- Note agreed repairs and meter readings.
- Both parties sign and each keeps a copy.
- Repeat at move-out and add a forwarding address.
Key clauses to check
- Existing damage
- Recording it protects the tenant from being charged later.
- Photos
- The strongest evidence if a deposit is disputed.
- Signatures
- Show both sides agreed the record.
- Wear and tear note
- Reminds both sides what is not chargeable.
State-specific notes: CA, TX, NY, FL, IL
Landlord-tenant rules that affect this template in the five largest states, summarized as of 2025. Laws change and cities add their own rules, so confirm the current law before signing.
California
- Security deposits are capped at one month’s rent for most landlords since July 1, 2024 (AB 12). Certain small landlords may charge up to two months.
- The deposit, with an itemized statement of deductions, must be returned within 21 days after the tenant moves out. Bad-faith retention can cost the landlord up to twice the deposit in penalties.
Texas
- Texas sets no statutory cap on security deposits.
- Landlords must refund the deposit, with an itemized list of deductions, within 30 days after the tenant surrenders the premises, once the tenant has given a forwarding address. Bad-faith retention can lead to liability for $100 plus three times the amount wrongfully withheld and attorney’s fees.
New York
- Security deposits are capped at one month’s rent statewide (Housing Stability and Tenant Protection Act of 2019).
- The deposit, with an itemized statement, must be returned within 14 days after the tenant moves out, or the landlord may lose the right to keep any of it.
Florida
- Florida sets no statutory cap on deposits, but the lease must disclose how and where the deposit is held (Fla. Stat. §83.49).
- Within 15 days after move-out the landlord must return the deposit, or within 30 days give written notice by certified mail of any claim against it. The tenant then has 15 days to object.
Illinois
- Illinois has no statewide deposit cap.
- For buildings with five or more units, landlords must give an itemized statement of deductions within 30 days and return the balance within 45 days. Buildings with 25 or more units must pay interest on deposits held over six months.
- Chicago’s ordinance adds strict deposit handling, interest and receipt rules, and limits late fees (a set amount on the first $500 of rent plus a percentage of the excess). Check local ordinances in Evanston, Mount Prospect and other cities.
Another state? See the rules for all 50 states and DC.
Frequently asked questions
Is a move-in checklist required by law?
Some states require one or give tenants the right to one. Everywhere, it is strong evidence in deposit disputes.
What if the landlord will not sign the checklist?
Complete it anyway, take dated photos, and email a copy to the landlord to create a record.
What counts as normal wear and tear?
Deterioration from ordinary use, such as faded paint, small nail holes and worn carpet in walkways.
Should I take photos during a move-in inspection?
Yes. Date stamped photos and video of every room, appliance and existing damage are strong evidence if there is a dispute over the security deposit later. Attach or reference them in the checklist and keep copies. Take matching photos when you move out to show the unit's condition. Many deposit disputes in small claims court are decided by photos.
Can a landlord charge for damage not on the move-in checklist?
A landlord may claim deductions for damage beyond normal wear and tear even if the checklist is incomplete, but a signed checklist showing existing damage makes it much harder to charge you for it. Most states require the landlord to provide an itemized list of deductions within a set time after move out. Rules and deadlines vary by state.
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Read before you sign
- Moving-Out Checklist: What the Lease Requires vs What the Law RequiresLeases often add move-out obligations beyond what state law allows landlords to charge for. Here is a step-by-step checklist to protect your deposit and avoid disputes.
- Non-Refundable Security Deposits: Legal or Not in Your State?Can security deposits be non-refundable? Usually not. How states treat "non-refundable" deposits and move-in fees, and how to get the money back.
- Can Your Security Deposit Be Used as Last Month's Rent?Can a security deposit be used as last month's rent? Only with your landlord's agreement. The state rules, the risks of withholding, and how to ask.
- My Landlord Kept My Entire Security Deposit. How Do I Get It Back?Landlords must return deposits or itemize deductions within a deadline set by state law. Here is how to demand your deposit back and when to go to small claims court.
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This free template is general information, not legal advice, and is no substitute for a qualified attorney. Laws vary by state; have it reviewed by a lawyer before you use or sign it.