Property Management App Builder

Move-In and Move-Out Inspection Checklist for Landlords (2026)

A room-by-room move-in and move-out inspection checklist, how to photograph and sign it, wear and tear versus damage, and state rules from Washington, New York and California.

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Key Takeaways

  • Use one checklist for both inspections. The same rooms, items and condition scale at move-in and move-out make comparison simple and fair.
  • Some states require the inspection. Washington bars collecting a deposit without a signed move-in checklist. New York requires landlords to offer move-in and pre-move-out inspections. California requires move-in and move-out photos for deposit deductions.
  • Photos and video need dates and context. Take a wide shot of each room, then close-ups of any existing defect with something for scale. Store them with the signed checklist, not on a personal phone.
  • Wear and tear is not damage. Faded paint and light carpet wear from normal living cannot come out of a deposit in most states. Holes, burns, stains and broken fixtures can.
  • Offer a pre-move-out walkthrough. Showing the tenant what you would charge for, while they can still fix it, prevents most disputes, and it is required in New York and California.

Quick-Start Prioritization Framework

WhenWhat to doWho signs
Before keysClean, repair, test smoke and CO alarms, photograph every roomLandlord
Move-in dayWalk through with the tenant using the checklist; note every defectLandlord and tenant
Within a few daysAccept the tenant’s written additions; give a signed copyBoth
1 to 2 weeks before move-outPre-move-out walkthrough; list what would be deductedLandlord, tenant if present
After keys are returnedFinal inspection with photos before any cleaning or repairLandlord
By your state deadlineItemized deposit statement with photos and receiptsLandlord

Almost every security deposit dispute comes down to one question: what did the unit look like on the day the tenant moved in? A signed, dated, photographed move-in inspection answers it. A matching move-out inspection, done the same way with the same checklist, shows exactly what changed. This guide gives a room-by-room checklist you can copy, explains how to run both inspections, separates normal wear and tear from damage, and summarizes the inspection rules in three states that regulate it closely. Rules differ by state and city; this is general information, not legal advice.

What the law requires in three example states

Many states say nothing specific about inspections, but some are strict. If you own in one of these, or a state like them, the inspection is not optional.

StateRuleWhat happens if you skip it
WashingtonRCW 59.18.260: a written checklist or statement describing the condition, cleanliness and existing damage, signed and dated by both, with a copy to the tenant, at the start of the tenancyNo deposit may be collected without it; a landlord who collects one anyway is liable for the deposit amount
New YorkGeneral Obligations Law 7-108(1-a): offer a move-in inspection and sign a written condition report if the tenant accepts; give written notice of the right to a pre-move-out inspection held one to two weeks before the end of the tenancy, with at least 48 hours’ noticeDefects listed at move-in cannot be charged to the deposit; the 14-day itemized statement rule still applies
CaliforniaCivil Code 1950.5 as amended by AB 2801: photos before repairs or cleaning and after them for tenancies ending from April 1, 2025; move-in photos for tenancies beginning on or after July 1, 2025; written notice of the right to a pre-move-out inspectionDeductions for repairs or cleaning need the photo evidence

The room-by-room checklist

For each item, record a condition (new, good, fair, poor, damaged), a short note, and the photo numbers. “Good” with no note is fine for most items; every “fair,” “poor” or “damaged” needs a note and a photo.

Entry, living and dining areas

  • Front door, locks, deadbolt, peephole, door stop
  • Walls and ceiling: holes, marks, paint condition
  • Floors: carpet stains, wear paths, hardwood scratches, tile cracks
  • Windows: glass, screens, locks, blinds or coverings
  • Light fixtures, switches, outlets and covers
  • Closets: doors, rods, shelves
  • Smoke alarm and carbon monoxide alarm tested (note the date)

Kitchen

  • Refrigerator inside and out, shelves and drawers, ice maker
  • Range and oven: burners, knobs, oven interior, hood and filter
  • Dishwasher: racks, door seal, run test
  • Microwave, garbage disposal
  • Sink, faucet, under-sink leaks
  • Counters: burns, cuts, chips; cabinets and drawers: doors, hinges, interiors
  • Floor, walls, lighting, outlets

Bathrooms

  • Toilet: seat, flush, base, tank lid
  • Tub or shower: surface, caulk, grout, drain speed, shower door or rod
  • Sink, faucet, vanity, mirror, medicine cabinet
  • Exhaust fan working
  • Towel bars and toilet paper holder secure
  • Floor, walls, signs of moisture or mold

Bedrooms, systems and exterior

  • Bedrooms: walls, floors, windows, closets, doors and locks
  • Heating and cooling: thermostat, filter condition and date, vents
  • Water heater: leaks, area clear
  • Washer and dryer if provided: run test, lint screen, hoses
  • Patio or balcony, yard, garage, storage unit, parking space
  • Keys, fobs, garage remotes and mailbox keys handed over (count them)
  • Utility meter readings if the tenant takes over accounts

How to run the move-in inspection

Do it after the unit is cleaned and repaired, and before the tenant moves furniture in. An empty unit shows everything.

Photograph first, then walk through together

Shoot each room from the doorway, then each wall, the floor and the ceiling, then close-ups of defects with a coin or tape measure for scale. Video with narration works well as a backup. Make sure the files keep their dates. In California, move-in photos are now required for tenancies that began on or after July 1, 2025.

Let the tenant add to it

Tenants spot things you have stopped seeing. Give them a few days after move-in to add written notes and photos, then sign the final version together and give them a copy. Washington requires a signed copy to the tenant; it is good practice everywhere.

Keep it with the lease

Store the signed checklist and photos on the tenant’s record with the lease, not in a camera roll. You may need them two or five years later.

Wear and tear versus damage

Most states, including New York and Texas by statute, bar deductions for ordinary or normal wear and tear. The line is roughly this: deterioration from normal living over time is wear and tear; harm from accidents, neglect or misuse is damage.

Normal wear and tear (usually not deductible)Damage (usually deductible)
Faded or lightly scuffed paint after several yearsLarge marks, crayon, unapproved paint colors
A few small nail holes from picturesLarge anchors, holes from TV mounts, doorknob holes
Carpet worn in walkwaysPet stains, burns, tears
Loose door handles from useBroken doors, kicked-in panels
Light grime in groutMold from a tenant not reporting a leak
Sun-faded blindsBent or broken blinds
Minor scratches on hardwoodDeep gouges, water damage from an overflowing tub

Depreciation matters

Even for real damage, you usually cannot charge the cost of brand new items for something that was already old. A worked example: carpet that cost 2,000 dollars, expected to last 8 years, was 6 years old when a tenant’s pet ruined it. It had about 2 years, or a quarter, of its life left, so a defensible charge is around 500 dollars, not 2,000. This is my own illustration; courts and states apply this differently.

How to run the move-out inspection

Use the same checklist and photograph the same angles so before and after line up.

Pre-move-out walkthrough

Schedule it one to two weeks before move-out. Walk the unit, point out what would be deducted, and give the tenant the list so they can clean or repair it. New York requires you to tell tenants in writing of the right to this inspection, to hold it no earlier than two weeks and no later than one week before the end of the tenancy, and to give at least 48 hours’ written notice. California’s courts’ self-help guide says landlords must tell tenants in writing that they can request a pre-inspection after notice is given.

Final inspection

Do it as soon as keys are returned and before any cleaning or repair. Note the condition of each item, count keys, record meter readings and photograph everything. California requires photos taken within a reasonable time after the unit is returned and before repairs or cleaning, and again after the work is done, for any repair or cleaning deduction.

From inspection to deposit statement

Each deduction on the deposit statement should point to a checklist line, a before photo, an after photo and a receipt or labor estimate. Deadlines are short: 14 days in New York, 21 days in California and 30 days in Texas after the tenant leaves.

Common mistakes in rental inspections

Each of these has cost landlords a deposit dispute.

  • No move-in inspection at all, or one that says only “good condition throughout.”
  • Different checklists at move-in and move-out.
  • Photos with no dates, or stored on a phone that was later replaced.
  • Not giving the tenant a signed copy.
  • Cleaning or repairing before taking move-out photos.
  • Charging full replacement cost for an old item.
  • Charging for normal wear and tear such as faded paint after a long tenancy.
  • Skipping the pre-move-out walkthrough where it is required or simply useful.

Keeping inspections in one place

If you’d rather not do this yourself on paper, several landlord platforms and inspection apps include move-in and move-out checklists. You could also build a simple inspection app with Floot that holds your checklist, attaches dated photos to each item and puts the signed report on the tenant’s record. Repair requests found during the inspection can then be tracked in your maintenance system.

Frequently Asked Questions

Is a move-in inspection required by law?

In some states. Washington will not let you collect a deposit without a signed move-in checklist, New York requires you to offer a move-in inspection, and California requires move-in photos for tenancies starting on or after July 1, 2025. Elsewhere it is not always required but is strongly advisable.

What should a move-in checklist include?

Every room and item (walls, floors, windows, doors, fixtures, appliances, plumbing, heating and cooling, alarms), a condition rating, notes on defects, photo references, keys handed over, the date and both signatures.

Can a tenant refuse to sign the move-in checklist?

They can, but you should still complete it, note that the tenant was given the chance to review and add to it, and keep the photos. In states that require a signed checklist, get legal advice on how to proceed.

How long should I keep inspection records?

At least until the deposit is settled and any claim period has passed. Many landlords keep them for several years with the lease.

What is the difference between wear and tear and damage?

Wear and tear is gradual deterioration from normal living, such as faded paint or worn carpet paths. Damage comes from accidents, neglect or misuse, such as holes, burns, pet stains or broken fixtures.

Should I do a pre-move-out inspection?

Yes. It gives the tenant a chance to fix problems and usually reduces disputes. New York and California require landlords to tell tenants about their right to one.

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