Why do both inspections protect the security deposit?
A deduction from a deposit is a claim that the unit came back worse than it went out. The move-in inspection is the "went out" half of that claim. Without it, a stained carpet at move-out could have been stained for years, and a judge or the tenant has no reason to believe otherwise.
The move-out inspection is the other half. When both use the same list, with the same items in the same order, each line reads as a before-and-after: "Bedroom 2 carpet, Good at move-in, Damaged at move-out, pet stain by the window, photo 14." That is much harder to argue with than a list written from memory after the keys come back.
It also helps you meet deadlines. In California, for example, the landlord has to send an itemized statement and return the rest of the deposit no later than 21 calendar days after the tenant vacates (Civil Code 1950.5). A filled-in move-out column is most of that itemized statement already written.
What counts as normal wear and tear, and what counts as damage?
Wear is what happens to a home when people live in it carefully. Damage is what happens through accident, neglect or abuse. California's statute says plainly that a landlord cannot deduct for ordinary wear and tear, or for its cumulative effects across earlier tenancies (Civil Code 1950.5). Many states draw the same line, but the wording and the details differ, so check your state.
| Usually normal wear and tear | Usually damage |
|---|---|
| Paint faded by sunlight | Holes in walls beyond small nail holes, unapproved paint colors |
| Light carpet wear in walkways | Burns, rips, pet urine stains |
| Minor scuffs on walls and doors | Broken doors, cracked or missing fixtures |
| Loose door handles, worn grout from age | Broken windows or blinds, missing smoke alarms |
The move-in column matters here too. "Fair" carpet at move-in that is "Fair" at move-out after three years is wear. "Good" carpet that comes back "Damaged" with a note and a photo is a defensible charge.
How should you photograph and video the unit?
- Walk room by room in the same order as the checklist, so a photo number lines up with a line on the sheet.
- Start each room with a wide shot, then take close-ups of anything you mark Fair, Poor or Damaged.
- Keep the date on the files. A phone camera records it in the file details; a slow video walk-through with you saying the room name out loud helps too.
- Fill in the photo log at the bottom of the sheet: where the files are kept, how many, and the date.
- Keep both sets, move-in and move-out, until any dispute over the deposit is over.
California now writes photographs into the law. Starting April 1, 2025, a landlord must photograph the unit within a reasonable time after it is returned and before any repairs or cleaning, and again after those repairs or cleaning are done; for tenancies that begin on or after July 1, 2025, the landlord must also photograph the unit immediately before or at the start of the tenancy (Civil Code 1950.5). Read the current subsection yourself before relying on the exact dates.
When should each inspection happen?
Move-in: before the tenant gets the keys, and before the deposit is paid where your state ties the two together. Georgia and Kentucky both describe giving the tenant a list of existing damage before the deposit is paid (O.C.G.A. 44-7-33, KRS 383.580).
Before move-out: California requires the landlord to tell the tenant in writing that they may request an initial inspection; if the tenant asks, it happens no earlier than two weeks before the tenancy ends, so the tenant has a chance to fix what is found (Civil Code 1950.5).
Move-out: promptly, once the tenant has vacated. Georgia sets a window of three business days after the lease ends and the tenant vacates for the landlord to inspect and compile the damage list (O.C.G.A. 44-7-33).
If the inspection turns up an active leak, a failed smoke or CO alarm, or a gas smell, treat it as a repair first and a checklist line second. Our maintenance emergency list sorts what needs a same-day response.
Should the tenant be there?
Yes, invite them, in writing, to both inspections. A sheet both people signed on the day is stronger than one the tenant first sees with a deduction attached. Give the tenant a copy each time.
Some states require this. Washington does not allow a landlord to collect a deposit unless the lease is in writing and the tenant gets a written checklist or statement of the unit's condition and cleanliness at the start, signed and dated by both, with a copy to the tenant (RCW 59.18.260). Georgia lets the tenant inspect the unit to check the move-in list before moving in, and both sign it (O.C.G.A. 44-7-33). If a tenant disagrees with an entry, let them write it in the comments box rather than arguing over the form. Georgia's statute lets a tenant who will not sign the move-out list state their objections in a signed written dissent; a recorded disagreement on the day is useful to both sides anywhere.
Which states require a checklist or set deposit deadlines?
A few examples, not a complete list. Rules change, and cities can add their own. Check your state and local law, and treat this as general information, not legal advice.
| State | Checklist or inspection rule | Deadline or penalty noted | Source |
|---|---|---|---|
| California | Tell the tenant in writing they may request a pre-move-out inspection, held no earlier than two weeks before the end; photos at move-out and (newer tenancies) move-in | Itemized statement and refund within 21 calendar days of vacating | Civ. Code 1950.5 |
| Washington | Written condition checklist at the start, signed and dated by both, copy to tenant | No checklist: landlord liable for the deposit amount; prevailing party may recover court costs and attorney fees | RCW 59.18.260 |
| Georgia | List of existing damage before the deposit is paid; tenant may inspect; both sign | Move-out damage list within 3 business days of vacating. Does not apply to an individual owning ten or fewer units who manages them without a paid third party | O.C.G.A. 44-7-33, 44-7-36 |
| Kentucky | List of existing damage with estimated repair costs before the deposit is paid; both sign; move-out list with cost estimates | Applies only where the city or county has adopted the state's landlord-tenant act; check locally | KRS 383.580, 383.500 |
How do you use the checklist above?
- Fill the header, then choose a condition for each item in the Move-in column. Leave Move-out blank until the tenant leaves.
- Use Add bedroom and Add bathroom for each extra room. The sheet starts with one of each.
- Record meter readings and the keys you hand over. At move-out, fill the returned counts.
- Print in landscape, or save as PDF. Everything stays in your browser; nothing is uploaded, and closing the tab discards it, so save a PDF before you leave.
- No JavaScript? Print the blank sheet and fill it by hand.
Tenants calling about the inspection, the deposit or a repair after hours is the kind of call our AI answering line handles: it answers 24/7 from your written rules and emails you a summary with action items minutes after the call. More in the FAQ.
Sources
- California Civil Code section 1950.5 (California Legislative Information)
- Washington RCW 59.18.260 (Washington State Legislature)
- Georgia Code 44-7-33 and 44-7-36 (FindLaw)
- Kentucky Revised Statutes 383.580 and 383.500 (FindLaw)