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Move-in and move-out condition checklist
Mark each item at move-in and again at move-out. Note anything already damaged, worn or dirty, however small. Both parties sign and each keeps a copy.
| Entry and hallway | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Front door, lock and keys | |||
| Walls and ceiling | |||
| Floor or carpet | |||
| Light fixtures and switches | |||
| Closet, shelf and rod |
| Living room | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Walls and ceiling | |||
| Floor or carpet | |||
| Windows, screens and locks | |||
| Blinds or window coverings | |||
| Outlets, switches and light fixtures | |||
| Smoke detector |
| Kitchen | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Refrigerator | |||
| Range, oven and hood | |||
| Dishwasher | |||
| Microwave | |||
| Garbage disposal | |||
| Sink, faucet and drain | |||
| Countertops | |||
| Cabinets and drawers | |||
| Floor | |||
| Walls and ceiling |
| Bathroom | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Toilet | |||
| Sink, faucet and drain | |||
| Tub or shower and surround | |||
| Caulking and grout | |||
| Mirror and medicine cabinet | |||
| Exhaust fan | |||
| Floor | |||
| Towel bars and fixtures |
| Bedroom 1 | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Walls and ceiling | |||
| Floor or carpet | |||
| Windows, screens and locks | |||
| Closet, shelf and rod | |||
| Outlets, switches and light fixtures | |||
| Door and lock | |||
| Smoke detector |
| Bedroom 2 | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Walls and ceiling | |||
| Floor or carpet | |||
| Windows, screens and locks | |||
| Closet, shelf and rod | |||
| Outlets, switches and light fixtures | |||
| Door and lock | |||
| Smoke detector |
| Laundry and utility | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Washer | |||
| Dryer | |||
| Water heater | |||
| Furnace or heating | |||
| Air conditioning | |||
| Electrical panel |
| Exterior and other | Condition at move-in | Condition at move-out | Repair cost |
|---|---|---|---|
| Porch, patio or balcony | |||
| Yard and landscaping | |||
| Garage or parking space | |||
| Mailbox | |||
| Exterior lighting | |||
| Gutters and downspouts |
| Keys and access | Number issued | Number returned | Notes |
|---|---|---|---|
| Unit keys | |||
| Mailbox keys | |||
| Garage or gate remotes | |||
| Fobs or access cards |
Why the checklist decides deposit disputes
A deposit argument is almost always an argument about what the place looked like on day one. Without a signed record, it is the tenant's memory against yours, and the landlord is usually the one who has to prove the damage was not already there. A checklist signed by both of you at move-in settles that before it starts.
The document only works if it is specific. "Kitchen: OK" proves nothing. "Kitchen: 3 inch chip in laminate left of sink, lower cabinet door sticks" proves a great deal. Photograph anything you write down, with the date, and keep the photos with the signed form.
Five states that require a written condition record
In some states this is not optional, and the rules differ in ways that matter. These are the statutes themselves, not summaries of them.
| State | Statute | What it actually requires |
|---|---|---|
| Washington | RCW 59.18.260 | No deposit may be collected at all unless the rental agreement is in writing and the landlord gives the tenant a written checklist describing the condition and cleanliness of, or existing damage to, the premises, fixtures, equipment, appliances and furnishings. It must be signed and dated by both, and the tenant gets a copy. |
| Massachusetts | MGL ch. 186 s. 15B | A landlord who accepts a deposit must give a separate written statement of the present condition of the premises, on receipt of the deposit or within 10 days of the tenancy starting, whichever is later. The tenant returns it within 15 days of receiving it or of moving in, whichever is later. |
| Michigan | MCL 554.608 | The landlord furnishes the tenant two blank copies of a commencement inventory checklist covering all landlord-owned items. The tenant returns one copy within 7 days of taking possession, unless both agree to a shorter period. |
| Arizona | ARS 33-1321 | On move-in the landlord provides a form for specifying existing damage, plus written notice that the tenant may be present at the move-out inspection. Note this duty is written as a move-in obligation and is not tied only to taking a deposit. |
| Nevada | NRS 118A.200 | The requirement sits in the rental agreement rather than as a standalone step: a written rental agreement must contain a signed record of the inventory and condition of the premises under the tenant's exclusive custody and control. |
Five states read in full for this page. Other states require a checklist or a move-out inspection notice too, and the rules change. Check your own state before you rely on the form, and treat this as a starting document rather than legal advice.
How to run the walkthrough
- Go room by room with the tenant there. Doing it together is the point. A form you filled in alone is far weaker if it is ever questioned.
- Write what you see, not a grade. Describe the mark, where it is and how big. Skip "good" and "fair" unless you add the detail behind them.
- Test the things that break. Run every faucet, flush every toilet, open every window, turn on the heat and the air conditioning, and press the smoke detector test button.
- Photograph every noted item and the empty rooms generally. Keep the files; do not rely on a phone you will replace.
- Both sign and date, and give the tenant a copy. In Washington this copy is required by statute.
- Repeat the same form at move-out in the second column, so the comparison is line by line on one page.
Normal wear and tear, or damage you can charge for
You can deduct for damage. You cannot deduct for the ordinary effects of someone living there. The line is about cause, not cost.
| Area | Normal wear and tear | Chargeable damage |
|---|---|---|
| Carpet | Traffic lanes, flattening, minor fading | Burns, pet stains through to the pad, large tears |
| Walls | Small nail holes, scuffs, faded paint | Crayon or marker, unapproved colors, holes needing patching |
| Doors | Loose handles, minor scratches | Holes, off the hinges, missing doors |
| Flooring | Scuffed finish, minor scratches | Deep gouges, water damage, missing tiles or boards |
| Appliances | Worn seals, normal aging | Broken glass, missing racks or parts, damage from misuse |
| Bathroom | Grout dulling, light mildew | Cracked tub or sink, chipped porcelain, missing fixtures |
Age matters as well. Charging a tenant the full price of a carpet that was already eight years old will not hold up; most disputes land on the remaining useful life, not replacement cost.
At move-out
Use the same sheet, fill in the second column, and total the repair column only for items that changed between the two walkthroughs. Then follow your state's deposit deadline: send the itemized statement and any balance within the time your state allows, because missing that deadline is the most common way a landlord loses an otherwise reasonable deduction.
Next: track what was actually paid in the rent ledger, give receipts with the rent receipt generator, and screen the next applicant with the rental application template.
After the walkthrough, itemize deductions with the security deposit return letter.
Tracking repairs after move-in? Compare property maintenance software. Washington requires a signed checklist before any deposit: see the Washington lease.
Frequently asked questions
Is a move-in checklist legally required?
In some states, yes. Washington bars collecting a deposit at all without a written checklist signed by both parties. Massachusetts requires a separate written statement of condition from any landlord who takes a deposit. Michigan requires two blank copies of a commencement inventory checklist. Arizona and Nevada have their own versions. Other states leave it optional, though it is still the document that decides most deposit disputes.
Does the tenant have to sign it?
Washington requires the checklist to be signed and dated by both the landlord and the tenant, and the tenant must be given a copy. Elsewhere a signature is not always required by statute, but an unsigned form is much weaker evidence, so get one either way.
What if the tenant will not sign?
Complete the walkthrough anyway, photograph everything with dates, note on the form that the tenant declined to sign and when, and send the tenant a copy so there is a record they received it.
How detailed should it be?
Detailed enough that a stranger reading it a year later could tell whether a mark is new. Describe the item, the location and the size. A one-word condition grade is close to worthless in a dispute.
Can I charge for normal wear and tear?
No. You can charge for damage beyond ordinary use. Traffic lanes in carpet and small nail holes are wear; pet stains through the pad and holes in a door are damage. Deductions are also usually limited by the item's remaining useful life rather than its full replacement price.
Do I need a new checklist for each tenant?
Yes. Each tenancy gets its own move-in and move-out record, otherwise you cannot show which tenant caused what.