Landlords often use a tenant move-out checklist to make sure nothing slips through the cracks when a tenant leaves. The checklist guides you through the property, room by room, allowing landlords to note any damage beyond normal wear and tear and maintain accurate records for security deposit deductions.
A straightforward, written process helps keep turnover organized and reduces the chance of missed steps or disagreements later.
In this guide, we’ll explain what a move-out checklist is, what to include, and how to use it to keep your rental process organized, professional, and legally compliant.
What Is a Tenant Move-Out Checklist?
A move-out checklist is a form landlords use to document the condition of a rental unit when a tenant leaves. It lists each room and major property feature, allowing you to check for damage, cleanliness, and any items that need repair or replacement.
Most landlords compare the move-out checklist to the move-in inspection completed at the start of the lease. Having a side-by-side review makes it easier to distinguish between normal wear and tear and damage that may justify a deduction from the security deposit.
Using a move-out checklist also creates a written record that you can share with the tenant, which helps resolve disputes quickly and ensures your process complies with state laws.
When a Move-Out Checklist is Legally Mandatory
Some states require landlords to use a checklist as part of the move-out inspection process. When that is the case, the landlord and tenant must complete the form together, and the landlord may need to provide a copy to the tenant for their records. Always check your state’s landlord-tenant laws to confirm whether a checklist is mandatory.
States that require landlords to use a move-out checklist (or similar documentation) to make security deposit deductions:
- Georgia
- Kentucky
- Maryland
- Michigan
- Wisconsin
States that do not require a move-out checklist, but do require a move-in checklist (which can be referenced at move-out if there are disputes):
- Arizona
- Hawaii
- Kansas
- Montana
- Nevada
- North Dakota
- Utah
- Virginia
- Washington*
*In Washington state, a move-in checklist is only required if there was a security deposit (Wash. Rev. Code § 59.18.280(1)(a)).
When a Move-Out Checklist is Optional
In most states, a move-out checklist isn’t legally required but is still highly recommended.
Landlord Benefits
Using a checklist provides landlords with a straightforward process to follow, helping to keep turnover smooth. Here are some of the biggest advantages:
Protect your property: A checklist creates a written record of the unit’s condition, which is especially useful if you need to justify deductions from the security deposit.
Avoid disputes: Tenants are much less likely to challenge charges for cleaning or repairs when they can see what you documented at move-out.
Stay organized: The checklist ensures you don’t miss important details during inspection, like checking smoke detectors and noting carpet stains.
Speed up turnover: Identifying issues quickly means you can schedule repairs, cleaning, and marketing faster, reducing vacancy time.
Maintain consistency: Using the same checklist for every move-out keeps your process fair across all tenants and units.
Tenant Benefits
Tenants also benefit, since having the inspection documented ensures fairness, reduces disputes, and provides a clear record of the property’s condition.
When to Send a Move-Out Checklist
Landlords should provide tenants with a move-out checklist 1–2 weeks prior to move-out. Sharing it in advance gives tenants time to make minor repairs, clean, and prepare the unit, reducing the chance of disputes or delays.
What a Move-Out Checklist Should Include
A move-out checklist should cover every room and feature of the property so you don’t miss anything during the inspection. Here’s what landlords should include:
General interior: Check walls, ceilings, floors, windows, and doors for holes, scratches, or damage. Test all light fixtures and replace bulbs if needed. Look for smoke and carbon monoxide detector functionality and confirm that outlets and switches are in good condition.
Kitchen: Inspect appliances for cleanliness and functionality, including the stove, oven, refrigerator, dishwasher, and microwave. Open cabinets and drawers to check for crumbs, spills, or damage. Look under sinks for leaks and make sure counters and backsplashes are free from stains or burns.
Bathroom: Look at toilets, tubs, showers, sinks, mirrors, and vanities. Note water damage, mold, missing caulk, or broken fixtures. Flush toilets and run faucets to check the water flow and drainage.
Bedrooms and living areas: Check carpets, blinds, curtains, closet doors, and ceiling fans for dust. Look for pet stains, strong odors, or smoke damage that may require deep cleaning.
Exterior and outdoor spaces: Inspect the yard, garage, porch, and driveway. Confirm that the tenant removed trash and personal belongings, cleaned outdoor areas, and maintained landscaping. In colder climates, ensure walkways are safe and clear before the next tenant moves in. Doing so may involve confirming that the outgoing tenant has handled it (if required by the lease) or arranging for snow and ice removal yourself.
To ensure fairness, compare these findings to your move-in checklist and photos. The comparison will help distinguish between normal wear and tear and actual damage. Ensuring that your security deposit deductions are accurate and defensible.
Best Practices for Landlords
A checklist is most effective when it’s part of a transparent, organized process. These tips can help you use your move-out checklist the right way:
Schedule a pre-move-out walk-through: Offer tenants an optional inspection 1–2 weeks before their move. Providing them with this timeframe allows them to address issues, such as patching small holes or cleaning carpets, and helps landlords avoid unexpected deductions or delays in preparing the unit for the next renter.
Provide the checklist in advance: Share a copy with tenants so they know what to expect during the inspection.
Take photos or video: Date-stamped images provide proof of the unit’s condition and protect you if a dispute arises over security deposit deductions.
Document everything: Write notes directly on the checklist during the walk-through so there’s a clear record of what you found.
Follow legal timelines: Return the security deposit or send an itemized deduction statement within the deadline required by your state.
Stay professional: Use consistent language and the same process with every tenant to keep things fair and compliant.
What Comes After the Move-Out Inspection
Once the move-out inspection is complete, landlords must finalize the records and handle the security deposit in accordance with state law.
Tenant Does Not Move Out at the End of the Lease
If the tenant refuses to leave, landlords may need to start the eviction process.
Making a Record of the Property’s Condition
Keep photos, videos, and written notes from the inspection in case of future disputes.
Incomplete Checklist or Damages
Clearly document any damages or incomplete sections, and match them against the move-in report.
What to Do if the Tenant Leaves Property Behind
Most states require landlords to store or dispose of abandoned property according to specific timelines. Check your local laws before taking action.
Security Deposit
Return the deposit, minus lawful deductions, within your state’s legal timeline. Provide an itemized statement if you withhold any amount.
The amount of time a landlord has to return a tenant’s security deposit and/or notify them of any deductions depends on state (and sometimes city). This chart provides a state-by-state list of the various required timeframes:
| State | Security Deposit Return Deadline |
| Alabama | 60 days |
| Alaska | 14 days if there are no deductions, otherwise, 30 days |
| Arizona | 14 days (excluding weekends and legal holidays) |
| Arkansas | 60 days |
| California | 21 days |
| Colorado | One month |
| Connecticut | 30 days |
| Delaware | 20 days |
| Florida | 15 days if there are no deductions, otherwise, 30 days |
| Georgia | 30 days |
| Hawaii | 14 days |
| Idaho | 21 days or during the period provided in the lease but not more than 30 days |
| Illinois | 45 days if there are deductions, otherwise, 30 days |
| Indiana | 45 days |
| Iowa | 30 days |
| Kansas | 30 days |
| Kentucky | 30-60 days |
| Louisiana | One month |
| Maine | 30 days, or 21 days for at-will tenancy |
| Maryland | 45 days |
| Massachusetts | 30 days |
| Michigan | 30 days |
| Minnesota | 3 weeks, or 5 days if the building or rental unit is legally condemned |
| Mississippi | 45 days |
| Missouri | 30 days |
| Montana | 30 days, or 10 days where no damage was found during the walk-through inspection |
| Nebraska | 14 days |
| Nevada | 30 days |
| New Hampshire | 30 days |
| New Jersey | 30 days; 15 days for victims of domestic violence; and 5 days if the tenant was displaced |
| New Mexico | 30 days |
| New York | 14 days |
| North Carolina | 30 days |
| North Dakota | 30 days |
| Ohio | 30 days |
| Oklahoma | 45 days |
| Oregon | 31 days |
| Pennsylvania | 30 days |
| Rhode Island | 20 days |
| South Carolina | 30 days |
| South Dakota | 14 days |
| Tennessee | No statute |
| Texas | 30 days |
| Utah | 30 days |
| Vermont | 14 days |
| Virginia | 45 days |
| Washington | 30 days |
| Washington D.C. | 45 days |
| West Virginia | The sooner of 60 days or 45 days after the new tenant moves in |
| Wisconsin | 21 days |
| Wyoming | The later of 30 days after termination or 15 days from receipt of the tenant’s new address |
Sometimes tenants move out without properly cleaning or repairing things they’ve broken. In these situations, the landlord may withhold part or all of the tenant’s security deposit. These steps help ensure a lawful withholding process:
- Document actual damages: Make sure the inspection documents damage, not just normal wear and tear
- Provide notification: Notify the tenant in writing with an itemized list of the damages, the cost for any repairs, and the amount of security deposit being withheld
- Retain documents: Keep receipts of all payments relating to cleaning and repairs (and make copies for the tenant, as needed)
- Return the remaining security deposit: Return any unused portion of the security deposit to the tenant
