Move-Out Condition Report

Overview

A move-out condition report (also called a move-out inspection checklist) is completed by the landlord, ideally with the tenant present or at least notified, at the end of a tenancy, documenting the unit's condition and comparing it against the corresponding move-in condition report to identify any tenant-caused damage beyond normal wear and tear. This report is the primary support for any deduction the landlord makes from the tenant's security deposit. State-specific deduction and itemization rules: this is one of the most heavily state-regulated areas of landlord-tenant law, and requirements vary sharply. Many states require the landlord to provide the tenant with an ITEMIZED written statement of any deductions, often within a strict deadline after move-out — for example, California requires an itemized statement (and copies of receipts for repairs over a statutory threshold) within 21 days of the tenant vacating, while other states allow 14, 30, 45 or even 60 days, and some have no fixed statutory deadline at all. A landlord who misses the deadline or fails to itemize correctly can in many states forfeit the right to withhold any part of the deposit, or face statutory penalties (sometimes double or treble damages) — confirm the exact deadline and itemization format required in {{governing_state}} before finalizing any deduction. Normal wear and tear vs. damage: nearly every state distinguishes between ordinary wear and tear (which is NOT chargeable to the tenant — e.g. minor carpet wear from normal foot traffic, small nail holes from hanging pictures, minor scuffing) and actual damage caused by tenant negligence or misuse (which IS chargeable — e.g. large stains, holes in walls, broken fixtures). This report should clearly separate the two categories rather than lumping all imperfections together as chargeable damage. Comparison to move-in report: this report is only as useful as the move-in report it is compared against — without a documented move-in baseline, it is very difficult to prove that any given item of damage occurred during the tenancy rather than pre-existing. Photo documentation: as with the move-in report, dated photographs or video of the unit's condition at move-out substantially strengthen the report's evidentiary value if the tenant disputes any deduction. When to use: at the end of every tenancy, promptly after the tenant vacates and before any deposit deduction is finalized. Common pitfalls: missing the state's itemization deadline; charging for normal wear and tear; and not comparing against a documented move-in report. This template must be reviewed against {{governing_state}} security deposit and itemization law before use.

Information to customize

• Landlord's name

• Tenant's name

• Governing state

• Property address

• Move-out / inspection date

• Room-by-room condition notes at move-out

• Comparison against the move-in condition report

• Items identified as normal wear and tear (not chargeable)

• Items identified as chargeable damage, with estimated repair cost

• Total proposed deposit deduction, if any

• Deadline to provide the itemized deduction statement under governing state law

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Frequently asked questions

How quickly must a landlord return the security deposit after move-out?

It depends entirely on the governing state. Deadlines commonly range from about 14 to 60 days, and some states require an itemized statement of deductions within that period (for example, California requires 21 days). Confirm the exact deadline for the governing state.

Can a landlord charge for normal wear and tear?

No. Nearly every state distinguishes normal wear and tear (not chargeable) from actual damage caused by tenant negligence or misuse (chargeable). This report should separate the two rather than treating all imperfections as chargeable damage.

What happens if the landlord misses the itemization deadline?

In many states, missing the deadline or failing to itemize correctly can cause the landlord to forfeit the right to withhold any part of the deposit, and some states impose statutory penalties such as double or treble damages. Confirm the consequence under the governing state's law.

Why does this report need to reference the move-in report?

Without comparing against a documented move-in baseline, it is very difficult to prove that any given item of damage occurred during the tenancy rather than existing before the tenant moved in.

Should photos be taken at move-out too?

Yes. Dated photographs or video of the unit's condition at move-out substantially strengthen the report if the tenant disputes any proposed deduction.

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