Move Out Checklist for Landlords: Free Printable and Step by Step Guide
A move out checklist for landlords is a room by room record of the unit’s condition on the day the tenant leaves, compared with the move in checklist. It also covers keys, meter readings, photos and the forwarding address, so you can return the deposit on time and back up every deduction. Below is a free move out checklist you can fill in on screen or print, plus what to do before, during and after move out, with the rules for California, Texas, Florida and New York.
Free fillable move out checklist (PDF). One page, room by room, with columns for move in condition, move out condition, damage and cost, plus keys, meters and signatures.
Before move out: 2 to 4 weeks ahead
Most move out problems start before the tenant leaves. Use the weeks before move out to set clear expectations.
- Confirm the move out date in writing, and the time you will walk through the unit.
- Ask for a forwarding address in writing. You need it to send the deposit and the itemized statement. In Texas, the refund is not due until the tenant gives one (Property Code 92.107).
- Offer a pre move out inspection where the law requires it. California and New York require landlords to tell tenants in writing that they can ask for an inspection before they leave, so they have a chance to fix problems (Cal. Civ. Code 1950.5, N.Y. Gen. Oblig. Law 7-108).
- Send a short cleaning list so the tenant knows what “clean” means to you: appliances, bathrooms, floors, trash removed.
- Plan the utilities. Decide which accounts move back into your name on the move out date so heat and water stay on.
Move out day: the room by room checklist
Walk through with your move in checklist in hand, ideally with the tenant there. Check each item, note its condition and take dated photos and a short video of every room. The fillable checklist (PDF or Word) has a line for each of these. Fill it in on a tablet or laptop during the walk through, or print it.
Living areas and bedrooms
- Walls and ceilings: holes, marks, nail holes, paint
- Floors and carpet: stains, burns, scratches, wear
- Windows, screens and blinds: cracks, tears, broken slats
- Doors, locks, closets and light fixtures: damage, missing parts, bulbs
Kitchen
- Stove, oven and hood: clean, burners and knobs work
- Refrigerator: clean, empty, shelves and drawers intact
- Dishwasher and microwave: work, no leaks
- Cabinets, counters and sink: damage, stains, faucet and disposal work
Bathrooms
- Toilet, tub and shower: clean, no leaks or cracks
- Sink, vanity and mirror: cracks, drains clear
- Fan, tile and caulk: fan works, no mold or missing grout
Whole home and outside
- Smoke and carbon monoxide alarms: present and working
- HVAC filter and water heater: no leaks or damage
- Yard, garage, patio: trash and belongings removed
- Keys, garage remotes, fobs and mailbox keys: all returned
- Meter readings: electric, water and gas, with photos
Photos are your proof. Take them before any cleaning or repairs, with the date. California requires photos of the unit after move out and again after repairs or cleaning that you deduct for.
Wear and tear or damage?
You can deduct for damage, but not for the normal wear that comes from living in a home. A worn path in the carpet or a few small nail holes is wear and tear. Burns, pet stains, large holes and broken blinds are damage. Compare each item with the move in checklist: if it was already there at move in, it is not a deduction.
See our security deposit return letter for a full wear and tear vs damage table, a free template and sample letters.
After move out: deposit, locks and records
- Get repair quotes and keep receipts for anything you plan to deduct.
- Send the deposit and itemized statement on time. Use our free security deposit return letter template.
- Change or rekey the locks. Texas requires rekeying within 7 days after each tenant turnover (Property Code 92.156). It is smart everywhere.
- Close the tenant’s ledger. Record final rent, any unpaid balance, the deposit, each deduction and the refund on separate lines.
- Make a turnover list of repairs and cleaning before the next tenant moves in, and use it for the next move in checklist.
- Keep everything together: both checklists, photos, receipts, the deposit letter and proof of mailing.
Our free rent ledger template keeps the deposit separate from rent, and our security deposit tracker has a field for the return deadline.
Move out rules in CA, TX, FL and NY
| State | Deposit deadline after move out | Other move out rules | Law |
|---|---|---|---|
| California | 21 days, with an itemized statement | Tell the tenant in writing they can ask for an inspection before move out. Photos after move out and after repairs | Civ. Code 1950.5 |
| Texas | 30 days | Refund not due until the tenant gives a written forwarding address. Rekey within 7 days after turnover | Prop. Code 92.103, 92.156, 92.107 |
| Florida | 15 days if no claim; 30 days to send a certified mail claim notice | Tenant has 15 days to object to a claim | Fla. Stat. 83.49 |
| New York | 14 days, with an itemized statement | Tell the tenant in writing they can ask for an inspection; if asked, 1 to 2 weeks before the lease ends, with 48 hours notice | Gen. Oblig. Law 7-108 |
For every rule in one place, see our California, Texas, Florida and New York landlord guides.
Mail still arriving for the old tenant? See what to do with mail for a previous tenant.
Ending a month to month tenancy? Start with our free 30 day notice to vacate.
Deciding what counts as damage? Our normal wear and tear guide lists common examples and what landlords can and cannot charge for.
If you decided not to renew the lease, send a lease non renewal letter before the end date so the tenant has time to plan the move.
During the lease, use our rental property inspection checklist for routine visits, so you have a dated record of each one.
Frequently asked questions
What should be on a landlord move out checklist?
Every room and item from the move in checklist (walls, floors, appliances, bathrooms, windows, doors and alarms), plus keys returned, meter readings, dated photos and the tenant’s forwarding address.
Should the tenant be there for the move out inspection?
It helps. If the tenant walks through with you, you can agree on what is damage and what is wear and tear, and they can sign the checklist. If they cannot attend, take extra photos and video.
How long do I have to return the security deposit?
14 days in New York, 21 days in California and 30 days in Texas. Florida allows 15 days if you keep nothing, or 30 days to send a certified mail notice of a claim.
Can I charge the tenant for cleaning?
You can deduct cleaning needed to bring the unit back to its move in condition. You cannot charge for normal wear and tear or routine cleaning between tenants.
Do I have to change the locks after a tenant moves out?
Texas requires landlords to rekey within 7 days after each tenant turnover. In other states it is not always required, but it is a good habit for safety.
