Tenant Move-In/Move-Out Checklist for Landlords

Learn the importance of tenant move-out checklists, and how to effectively use a MIMO checklist as a San Diego landlord.

While keeping good tenants in your property for as long as possible is every landlord’s goal, there comes a point when you need to be prepared for tenants to move out. Having a move-in/move-out checklist ready to help you through the inspection process can make move-outs easier for everyone involved.

Read on to learn more about move-in/move-out checklists and how they can benefit landlords and tenants.

What is a Move-In/Move-Out Checklist?
Why is a Move-In/Move-Out Checklist Essential for Tenants and Landlords?
What is Ordinary Wear and Tear?
What is Beyond the Scope of Ordinary Wear and Tear?
What to Include in a Moving Out Checklist
A Tenant To-Do Move-Out Checklist
6 Common Move-Out Inspection Mistakes and How to Avoid Them
Take the Stress Out of the Moving Out Process
Tenant Move-Out Checklist FAQs

What is a Move-In/Move-Out Checklist?

A move-in/move-out checklist is a form landlords and tenants can use to report on the condition of a rental property when a tenant first moves in and once they’re ready to move out. The document is used as tenants and landlords go room to room to assess the condition of the space when they move in and when they move out. This allows both parties to note any new damage beyond normal wear and tear that must be addressed before moving out.

Why is a Move-In/Move-Out Checklist Essential for Tenants and Landlords?

A move-in/move-out checklist gives both landlords and tenants a physical record of the condition of the unit when they move in and when they move out. It’s essential to have this because if there is any damage, landlords are allowed to deduct the cost of repairs from the security deposit.

In California, landlords can use the security deposit to cover unpaid rent, cleaning fees, repairs, and replacing personal property. Landlords must give tenants an itemized list of any deductions and have 21 days from the move-out date to send the full or remaining deposit.

Having a move-out inspection form helps reduce the likelihood of disputes between landlords and tenants. Along with this checklist, photos should be taken to corroborate any and all damage. To understand the importance of photographs, keep in mind that at Good Life, we take between 100-300 move-in photos to document the condition of the property. Some areas that are often forgotten during photographing include:

Back of doors/behind doors
Cabinets under sinks that may be prone to water damage
Behind/around toilets that may get damaged if the toilet backs up and overflows
Around tub/shower enclosures
Landscaping

Disputing deposit charges is more common than you may think—having a move-in/move-out inspection with supporting photographs often is enough to end disputes as there is clear proof.

It helps ensure that everyone is on the same page, but if disputes arise, a move-out checklist can become important evidence if a dispute does arise over withheld security deposit funds.

What is Ordinary Wear and Tear?

When a tenant lives in a rental property for any period of time, it is expected that the property will deteriorate. Ordinary wear and tear is defined as deterioration that occurs through the intended use of a rental property without negligence, carelessness, accident, or abuse of the property by the tenant, occupants, or their guests.

This could look like the carpet being worn down, the paint fading, a reasonable amount of small nail holes from hanging pictures, or the buttons on appliances being worn down. Tenants cannot prevent the aging process and cannot legally be held responsible for the results of said aging.

What is Beyond the Scope of Ordinary Wear and Tear?

When damages go beyond ordinary wear and tear, landlords can require tenants to pay, especially if they were found to have not used the property normally. For example, a worn-down carpet is to be expected, but spilling nail polish or pulling up the carpet without permission may result in tenants being held responsible for the damage.

There are four categories of damage caused by tenants that aren’t considered wear and tear:

Abuse/misuse: If a tenant intentionally mistreats the property or uses it for an unintended purpose, any damage caused is classified as abuse or misuse. For example, if a tenant dyes their clothing in the bathtub and stains it black, this would be misuse and they would be responsible for the repair costs.
Negligence: If a tenant does something carelessly that they should be aware would potentially cause damage or fail to do something they should have done to prevent damage, that is negligence.
Failure to warn: If a tenant fails to take steps that could prevent damage to the rental property, that is failure to warn. For example, if they notice a small leak but don’t mention it to the landlord and it then ruins the flooring, it can be argued that the tenant’s failure to inform the landlord resulted in damage.
Accident: There are instances when damage occurs accidentally, but it is still the tenant’s responsibility. For example, spilling a drink on a new carpet or cracking a tile by dropping a dish are both accidents, but the landlord is within their rights to withhold the cost of the repair from the security deposit.

Wear and Tear versus Damage: What’s the Difference?
Peeling or cracked paint Worn enamel in old bathtub Worn or cracked linoleum Cracked window pane due to faulty foundation and settling of building Carpet is worn thin by people walking on it Door that sticks in humidity Small piece of wall plaster chipped Faded tile Fire damage due to faulty wiring Sink drainage slow because of old pipe system Floors need new coat of varnish Loose wallpaper due to age Sliding closet doors stick Faded paint Rust on the shower rod Dirty or faded window Mechanical failure due to use such as buttons on appliances being worn down	Drawings on the walls (e.g., murals) Chipped and broken enamel in bathtub Broken window caused by resident slamming window shut Cigarette burns on the carpet or floors Carpet damaged by rust and mildew stains from plants or other furnishings Large chunk of plaster missing from wall Painted-over kitchen or bathroom tile Missing fixtures Toilet backed up because of tenant misuse Floors gouged when moving furniture= Wallpaper missing because it was torn off Sliding closet doors off track because track bent Walls burned in kitchen from burner turned too high Tiles missing or cracked Torn window shade

Wear and Tear versus Damage: What’s the Difference?

Peeling or cracked paint
Worn enamel in old bathtub
Worn or cracked linoleum
Cracked window pane due to faulty foundation and settling of building
Carpet is worn thin by people walking on it
Door that sticks in humidity
Small piece of wall plaster chipped
Faded tile
Fire damage due to faulty wiring
Sink drainage slow because of old pipe system
Floors need new coat of varnish
Loose wallpaper due to age
Sliding closet doors stick
Faded paint
Rust on the shower rod
Dirty or faded window
Mechanical failure due to use such as buttons on appliances being worn down

Drawings on the walls (e.g., murals)
Chipped and broken enamel in bathtub
Broken window caused by resident slamming window shut
Cigarette burns on the carpet or floors
Carpet damaged by rust and mildew stains from plants or other furnishings
Large chunk of plaster missing from wall
Painted-over kitchen or bathroom tile
Missing fixtures
Toilet backed up because of tenant misuse
Floors gouged when moving furniture=
Wallpaper missing because it was torn off
Sliding closet doors off track because track bent
Walls burned in kitchen from burner turned too high
Tiles missing or cracked
Torn window shade

What to Include in a Moving Out Checklist

An effective move-out checklist is thorough, organized, and tailored to the property. When you create a checklist, it’s essential to cover every area of the rental property—break your property down room-by-room and cover every element in each room. Remember, being thorough is better than missing important aspects.

In each room, look at everything from floors, walls, ceilings, doors, and windows to screens, blinds, closets, light textures, outlets, and switches. Compare the new move-out report with the move-in inspection report to verify if anything has changed beyond the scope of normal wear and tear.

To create a comprehensive tenant move-out checklist, be sure to include the following:

The rental property address
Tenant contact information and forwarding address
Landlord contact information
Move out date and date of inspection
Individual sections for each room and the items in each room of the property
Space to include notes or additional room features
Space to add comments
Tenant and landlord signatures

Tenant Move-In/Move-Out Checklist:
Free Downloadable PDF

Fill out the form below to instantly download our tenant move-out checklist.

A Tenant To-Do Move-Out Checklist

As an added step to ensure your property is left in the best possible condition, you can share a general move-out checklist with your tenants, including a list of to-dos to help them while vacating the property. This is a great way to help guide tenants through the process and make their lives a little easier during a busy time.

Here is an example of a general tenant move-out checklist. You can always add and remove items based on the property.

6 Common Move-Out Inspection Mistakes and How to Avoid Them

Move-out checklists can be powerful tools for landlords when used correctly. To ensure you’re getting the most out of your checklist, avoid these common mistakes.

1. Poor Communication: Clear communication with your tenants during the move-out process is essential. Tenants are packing and moving, so it’s important to confirm the move-out date and how possessions like keys, devices, and remotes will be returned to the landlord.

2. Making Promises You Can’t Keep: No matter how great your tenants have been, don’t promise how much security deposit a tenant will receive before conducting the inspection. Even the best tenants can have accidentally caused damage, and only the inspection will reveal how much, if any, of their security deposit will need to be used for repairs.

3. Incomplete Inspections and Checklists: Thoroughness is extremely important during the move-out process. Be sure to check every room from top to bottom and document everything in writing and with photographs when possible. This will help protect you if there is a disagreement on the condition of the rental property.

4. Being too Aggressive with Deductions: It’s important to look at your property carefully, but it’s also important to understand that normal wear and tear will occur. Especially if your tenant has been living at the property for many years, it’s normal to see changes to the condition of the property.

5. Multiple Roommates: If there are multiple roommates in a rental unit, it’s important to confirm if all roommates are moving out. Don’t assume all roommates are aware that someone has given notice. Instead confirm with each person to avoid any confusion.

6. Not Returning the Deposit within 21 Days: In California, landlords are legally required to return security deposits within 21 days. If there are deductions, tenants must also receive an itemized statement.

Take the Stress Out of the Moving Out Process

Are you looking for support in handling tenant move-out checklists, managing security deposits, and all the other day-to-day tasks associated with managing a property? Good Life has over ten years of experience in the property management industry and has managed more than 1,000 properties.

We believe life should be enjoyed, not spent sweating the small stuff. That’s why we set out to make property management easy. We care about you, your property, and your tenant. And we do it all so you can Live the Good Life.

Schedule a call to speak with one of our Good Life experts.

Tenant Move-Out Checklist FAQs

What is a tenant responsible for when moving out in California?

In California, tenants are responsible for cleaning the unit before moving in, removing their property from the unit, providing 30 days written notice before moving out, and paying rent up to and including the 30 days’ notice.

Is a move out inspection required in California?

A move-out inspection is not required by law in California, but tenants have the right to an initial inspection. This inspection—a pre-move out inspection—allows landlords to identify areas that may be deducted from the security deposit so tenants have an opportunity to fix any issues. Properties that have this initial inspection done are far less likely to dispute charges to the security deposit as they were already made aware and given the opportunity to fix them.

What is considered normal wear and tear on a rental property in California?

Wear and tear is the normal deterioration that happens over time from the regular use of a rental unit. This can include faded paint, worn flooring, and minor scuffs. Landlords cannot claim money from the tenant to cover wear and tear.

What repairs are tenants responsible for in California?

A tenant must take reasonable care of their rented property and repair all damage caused by the tenant or their guests, children, or pets. Tenants must repair or pay for the repair of any damage to the property that isn’t caused by normal wear and tear.

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Steve Welty

Steve Welty is the founder and CEO of Good Life Property Management. Since its establishment in 2013, Steve and his team have made owning rental property easy for over 1,000 San Diego homeowners.Their purpose is Life Improved–creating opportunity, enjoyment, and impact for their community is what matters most. DRE #01744610

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