The move-out condition report checklist every landlord should use

## The move-out is where deposits are won or lost

Most security deposit disputes come down to one thing: whose photos are more convincing. A landlord who shows up with a dated, room-by-room set of images almost always wins in small-claims court. A landlord who shows up with a memory and a hunch usually loses. This is a checklist for landlords who want to win the ones they should win — and for tenants who want to hand back a unit that gives the landlord nothing to charge for.

Do the walkthrough within 72 hours of the tenant leaving

Every state has statutory windows for returning a deposit (14 to 30 days in most). The walkthrough itself needs to happen fast — within 72 hours of the tenant vacating, ideally the day of. Two reasons:

• Damage that appears later is your damage, not theirs. A pipe that bursts three days after the tenant leaves is on you. Document the state on day one.
• Cleaners and repair pros need scheduling. The clock on turnover starts now.

The move-out checklist

Work in the same order as the move-in report, room by room. Use a fresh photo set, not the move-in photos. You want side-by-side comparison to be trivial for a judge.

### Every room

• Wide shot of each wall
• Close-up of any new damage, holes, or marks
• Photo of the floor in both directions
• Photo of the ceiling
• Note the state of the paint and whether there are anchor holes vs. small nail holes

### Kitchen

• Inside every cabinet and drawer
• Inside the oven, microwave, dishwasher, fridge, and freezer
• Under the sink (this is where you find leaks and hidden mildew)
• The stove drip pans, the range hood filter, the fridge coils

### Bathrooms

• Inside the toilet bowl and tank
• Grout, caulk, and any new mildew or discoloration
• Under the sink
• Every fixture — flush, run, photograph

### Bedrooms and closets

• Every closet, floor to top shelf
• Every outlet tested
• Every window opened, closed, and locked

### Exterior

• Yard, porch, patio
• Garage floor and any oil staining
• Trash and recycling bins

The itemization rule

If you're going to deduct from the deposit, you need to itemize. A one-line "cleaning: $400" is a losing itemization. A winning one looks like:

• Deep clean, kitchen and 2 baths — $180 (invoice attached)
• Carpet stain treatment, master bedroom — $85 (invoice attached)
• Wall patch and paint, 3 anchor holes — $65 (invoice attached)

Every line item needs a real invoice from a real vendor, or a receipt for materials plus your own reasonable time at a defensible hourly rate. Bogus round numbers are the fastest way to lose the whole dispute.

See what evidence actually holds up in a security deposit dispute for the deeper legal breakdown.

Wear-and-tear vs. damage

The single most litigated concept in landlord-tenant law. Rough rule of thumb:

• Wear — flat paint dulling, small nail holes, carpet compression under furniture, faucet mineral buildup, minor scuffs
• Damage — anchor holes, cracked tiles, pet urine stains, burn marks, appliance damage from misuse

Anything you charge for that a reasonable judge would call "wear" is a line item you'll lose.

Get an independent walkthrough

If you want a report a judge will trust more than your own photos, a neutral third-party inspection is the strongest evidence you can produce. Fixly's Move-Out Condition Report service sends a verified pro to do the walkthrough, comparing against the move-in report room by room, flagging wear vs. damage with photo evidence, and delivering a signed PDF within 24 hours. It costs $99 and it's often the difference between a $2,000 deposit dispute you win and one you lose.

For tenants doing their own move-out

The same checklist works for you. Do the walkthrough yourself the day before you turn in keys, ideally with a witness. Email the photo set to the landlord with a note: "Attached is the condition of the unit at time of surrender." That's your baseline if they later claim damage that didn't exist.

Then follow up in seven days with a written request for the itemized deduction statement. Silence past the statutory window is often automatic forfeiture of the landlord's right to deduct — check your state's rules.

The bottom line

Whichever side of the lease you're on, the person with the better documentation wins. Twenty minutes with a phone and this checklist is the cheapest legal insurance you'll ever buy.

Book a Move-Out Condition Report if you want a Fixly pro to do it with you.