Record the unit's condition at move-out room by room so any deduction is backed by a dated, itemised record.
MOVE-OUT INSPECTION REPORT Property: — Tenant: — Inspected by: — Date: 2026-08-26 ENTRY & HALLWAY • Front door, lock and keys: Good • Walls and ceiling: Good • Flooring: Good • Light fixtures: Good • Closet: Good LIVING ROOM • Walls and ceiling: Good • Flooring: Good • Windows and screens: Good • Blinds or curtains: Good • Outlets and switches: Good • Light fixtures: Good KITCHEN • Countertops: Good • Cabinets and drawers: Good • Sink and faucet: Good • Refrigerator: Good • Range / oven: Good • Range hood: Good • Dishwasher: Good • Microwave: Good • Garbage disposal: Good • Flooring: Good BATHROOM(S) • Toilet: Good • Sink and vanity: Good • Tub / shower: Good • Tile and grout: Good • Exhaust fan: Good • Mirror and fixtures: Good • Flooring: Good • Water pressure and drainage: Good BEDROOM(S) • Walls and ceiling: Good • Flooring: Good • Closet and doors: Good • Windows and screens: Good • Outlets and switches: Good • Light fixtures: Good LAUNDRY • Washer: Good • Dryer: Good • Hookups and hoses: Good • Ventilation: Good SYSTEMS • Heating: Good • Air conditioning: Good • Water heater: Good • Electrical panel: Good • Smoke detectors: Good • Carbon monoxide detectors: Good • Thermostat: Good • Visible plumbing leaks: Good EXTERIOR & COMMON • Exterior doors and locks: Good • Windows from outside: Good • Balcony or patio: Good • Yard and landscaping: Good • Garage or parking space: Good • Mailbox: Good • Storage area: Good Both parties confirm the above reflects the condition of the unit at the end of the tenancy. Deductions, if any, will be itemised in writing. Tenant signature: ______________________________ Date: ____________ Landlord signature: ____________________________ Date: ____________
Missing any of the three and the deduction is hard to sustain.
Several states require you to offer one on request. Even where not required, it lets the tenant fix small things themselves, which almost always costs you less than doing it and arguing about it afterwards.
Record the condition of every room and system before the tenant takes possession.
Calculate a deposit from a multiple of rent and see it as an annual cost to the tenant.
Work out a partial month at move-in or move-out using the method your lease specifies.
Total everything due at signing — rent, prorated rent, deposit, fees and custom charges.