Why Property Inspections Matter

Move-in and move-out inspections are your first line of defense against security deposit disputes. A thorough inspection with proper documentation protects you legally, establishes clear expectations with tenants, and provides objective evidence if conflicts arise.

Security deposit disputes are among the most common landlord-tenant conflicts. According to industry data, landlords who conduct comprehensive documented inspections reduce deposit disputes by over 85% and win nearly all deposit-related legal cases that do proceed to court.

Legal Protection

In most jurisdictions, you must provide itemized documentation to withhold any portion of a security deposit. Without thorough move-in and move-out inspections, you may be legally required to return the full deposit even if damage occurred.

Before You Start: Inspection Preparation

Essential Inspection Kit

Gather these tools before beginning any inspection:

Your Inspection Toolkit:

Camera or smartphone: With timestamp functionality enabled and plenty of storage space
Printed inspection checklist: Room-by-room form with space for notes (we provide one below)
Clipboard and pens: Multiple pens in case one runs out
Flashlight: For inspecting dark spaces, under sinks, closets
Measuring tape: Document sizes of holes, stains, or damage
Outlet tester: Verify all electrical outlets function properly
Lease agreement: Reference for specific clauses about property condition

Scheduling the Inspection

Proper timing and tenant involvement are crucial:

Move-In Inspection

Schedule before or on move-in day, ideally when property is empty and clean
Invite tenant to attend (some jurisdictions require their presence)
Allow 1-2 hours for thorough inspection
Have tenant review and sign completed report

Move-Out Inspection

Schedule within 24-48 hours after tenant vacates
Offer tenant the option to attend (recommended but not always required)
Property should be empty and cleaned
Compare directly to move-in inspection report

The Comprehensive Inspection Checklist

Work systematically through each room. For every item, note the condition using a consistent rating system: Excellent, Good, Fair, Poor, or Damaged. Include specific details in notes.

Exterior Inspection

Outside Areas:

Structure & Surfaces

□ Roof condition (visible damage, missing shingles)
□ Gutters and downspouts (clean, attached, functional)
□ Exterior walls (paint, siding, cracks)
□ Windows (glass intact, screens, frames, operation)
□ Doors (entry, garage, condition, locks, keys)
□ Foundation (cracks, water damage, settling)

Grounds & Outdoor

□ Lawn condition (grass, weeds, bare spots)
□ Gardens and landscaping
□ Trees and shrubs (healthy, overgrown, dead branches)
□ Fencing (condition, gates, missing sections)
□ Driveway and walkways (cracks, stains, trip hazards)
□ Outdoor lighting (porch lights, pathway lights)
□ Mailbox

Living Room

Surfaces & Structure

□ Walls (paint, holes, marks, damage)
□ Ceiling (stains, cracks, texture)
□ Baseboards (paint, damage, gaps)
□ Trim and molding
□ Flooring (carpet, hardwood, tile condition)
□ Flooring stains, scratches, or damage

Fixtures & Features

□ Windows (operation, locks, screens)
□ Window treatments (blinds, curtain rods)
□ Doors (operation, condition, hardware)
□ Light fixtures (function, cleanliness, bulbs)
□ Electrical outlets (function, cover plates)
□ Light switches (function, cover plates)
□ HVAC vents (clean, secure)
□ Smoke/CO detectors (present, functional)

Kitchen

Appliances

□ Refrigerator (operation, cleanliness, shelves, seals)
□ Stove/oven (burners function, oven heats, clean)
□ Dishwasher (runs complete cycle, clean, no leaks)
□ Microwave (functions, clean, turntable)
□ Garbage disposal (functions, no jams)
□ Range hood/exhaust fan (functions, clean, light works)

Cabinets & Plumbing

□ Cabinets (doors, hinges, shelves, finish)
□ Cabinet hardware (knobs, pulls)
□ Countertops (surface condition, stains, chips)
□ Backsplash (tile, grout, condition)
□ Sink (condition, stains, cracks, drain function)
□ Faucet (operation, leaks, finish)
□ Under-sink area (leaks, water damage)

General Kitchen

□ Flooring (condition, stains, loose tiles)
□ Walls and ceiling (condition, water stains)
□ Lighting fixtures
□ Electrical outlets (especially GFCI near water)
□ Windows and window treatments

Bathrooms

Plumbing Fixtures

□ Toilet (flushes properly, no leaks, seat, tank)
□ Sink (condition, drains properly, no leaks)
□ Faucet (functions, no leaks, finish)
□ Shower/tub (condition, drains, grout, caulking)
□ Shower door/curtain rod (condition, operation)
□ Showerhead (functions, no leaks, water pressure)

Surfaces & Storage

□ Vanity/cabinet (doors, condition, storage)
□ Countertop (condition, stains)
□ Mirror (condition, mounting secure)
□ Medicine cabinet (condition, shelves)
□ Towel bars and toilet paper holder
□ Lighting fixtures (function, cleanliness)
□ Exhaust fan (functions, clean, vents properly)

General Bathroom

□ Flooring (condition, water damage, loose tiles)
□ Walls (paint, tile, water stains, mold/mildew)
□ Ceiling (condition, moisture stains, exhaust vent)
□ Electrical outlets (GFCI protection required)

Bedrooms

Room Structure

□ Walls (paint, holes, marks)
□ Ceiling (condition, stains)
□ Flooring (carpet, hardwood, condition)
□ Baseboards and trim
□ Windows (function, locks, screens)
□ Window treatments

Fixtures & Closets

□ Doors (operation, hardware, stops)
□ Lighting fixtures (function, switches)
□ Electrical outlets
□ Closet doors (operation, tracks, hardware)
□ Closet interior (shelving, rods, condition)
□ Smoke/CO detectors

Additional Areas

Hallways & Stairs

□ Walls, ceiling, flooring condition
□ Stair treads and risers (secure, no damage)
□ Handrails (secure mounting, condition)
□ Lighting fixtures

Laundry Area

□ Washer (functions, no leaks, clean)
□ Dryer (functions, vents properly, lint trap)
□ Water connections (no leaks)
□ Dryer vent (clean, properly vented outside)
□ Floor drain (if applicable)

Basement/Attic/Garage

□ Access (safe, proper ladder/stairs)
□ Flooring condition
□ Signs of water intrusion or moisture
□ Insulation condition
□ Lighting fixtures
□ Storage areas (condition, accessibility)
□ Garage door (operation, opener, safety sensors)

Systems & Utilities

□ HVAC system (operation, filters, thermostat)
□ Water heater (operation, no leaks, temperature setting)
□ Electrical panel (accessible, labeled, no issues)
□ Plumbing (water pressure, all faucets/toilets)
□ All smoke detectors (present, functional, batteries)
□ Carbon monoxide detectors (if required)

Photo Documentation Best Practices

Photos are your strongest evidence in disputes. Follow these guidelines for documentation that holds up legally:

Photography Guidelines

Enable Timestamp

Turn on date/time stamps in your camera settings. This proves when photos were taken.

Take Multiple Angles

Wide shots for context, medium shots for the area, and close-ups for specific issues. Shoot from multiple angles.

Document Everything

Photo every room from multiple positions. Better to have too many photos than too few. Minimum 50-100 photos per property.

Capture Specific Issues

For damage or wear, take close-ups with something for scale (coin, ruler, your hand).

Organize Systematically

Take photos in the same order as your checklist. Name files clearly: "123MainSt_MoveIn_Kitchen_Stove.jpg"

Don't Edit

Never crop, filter, or edit inspection photos. Original images have metadata that proves authenticity.

Back Up Immediately

Upload photos to cloud storage the same day. Keep backups in multiple locations.

Photo Organization Tip

Create a folder structure like: Property Address → Move-In Date → Room Name. This makes comparing move-in to move-out photos much easier when the time comes.

Conducting the Inspection with Your Tenant

How you involve the tenant in the inspection process affects both your relationship and your legal protection.

Move-In Inspection Process

Step 1: Schedule Together

Invite the tenant to be present. Schedule at least 1-2 hours when you both have time to be thorough.

Step 2: Walk Through Room by Room

Point out existing issues as you find them. Encourage tenant to note anything they see. This collaborative approach builds trust.

Step 3: Document Everything Together

Take photos while tenant is present. Have them add their own notes to the checklist if they want.

Step 4: Review and Sign

Go over the completed checklist together. Both parties sign and date. Give tenant a copy immediately.

Step 5: Grace Period for Additional Items

Allow tenant 24-48 hours to report anything you both missed. Add these items to the report with a date addendum.

Move-Out Inspection Process

Move-out inspections determine security deposit deductions, so they require even more care:

Move-Out Inspection Timeline:

Before Tenant Vacates

Send move-out instructions 30 days before lease end
Include cleaning requirements and expectations
Remind them of their right to attend final inspection
Provide your move-in inspection report for reference

Within 24-48 Hours of Vacancy

Conduct inspection in empty, cleaned property
Compare directly to move-in inspection checklist
Take photos of same angles as move-in photos
Document all changes, damage, or cleaning issues

Within Required Timeframe

Prepare itemized list of any deductions
Get repair estimates or receipts
Send security deposit disposition within legal deadline (varies by jurisdiction: 14-30 days typically)
Include photos and documentation with deduction explanations

Normal Wear and Tear vs. Damage

Understanding the difference between normal wear and tear (which you cannot charge for) and tenant damage (which you can) is crucial for fair and legal deposit deductions.

Normal Wear and Tear (Cannot Charge)

Paint fading or minor scuffs: After 2+ years, repainting is typically considered maintenance
Carpet wear in traffic areas: Normal flattening or slight discoloration in walkways
Small nail holes: Picture hanging holes (not large holes from shelving)
Worn finish on hardware: Doorknobs, faucet handles showing normal use
Minor door scratches: Light surface marks from normal opening/closing
Caulking deterioration: Normal aging in bathrooms and kitchens
Window screen wear: Minor fraying or small punctures

Tenant Damage (Can Charge)

Large holes in walls: From removing large items, punching, or rough handling
Carpet stains or burns: Pet stains, bleach marks, cigarette burns, excessive wear beyond normal use
Broken fixtures: Damaged cabinets, broken drawers, cracked countertops
Excessive filth: Requiring professional cleaning beyond normal cleaning service
Missing items: Light fixtures, appliances, hardware that were present at move-in
Pet damage: Scratched doors, chewed baseboards, urine damage to floors
Broken windows or doors: Cracked glass, broken frames beyond normal wear
Water damage from negligence: Mold from unreported leaks, bathtub overflow damage

Age Matters

Many items have expected lifespans. A 10-year-old carpet has little value left, so you can only charge for remaining useful life. Same for appliances, paint, and other depreciating items. Document the age of items at move-in.

Security Deposit Deductions

If you need to withhold any portion of the security deposit, proper documentation and itemization are legally required in most jurisdictions.

Creating an Itemized Deduction List

Required Information for Each Deduction:

Specific description: "Repair 6-inch hole in bedroom wall" not just "wall damage"
Location: Which room, which wall, specific appliance
Cost breakdown: Labor and materials separately if possible
Supporting documentation: Receipts, invoices, contractor estimates
Photos: Before (move-in) and after (move-out) showing the damage

Common Deduction Mistakes to Avoid

Mistake #1: Charging for Normal Wear

Deducting for items that fall under normal wear and tear for the tenancy length.

Solution: Review your state's guidelines on normal wear. When in doubt, don't charge.

Mistake #2: Missing the Deadline

Failing to return deposit or send itemized list within legally required timeframe.

Solution: Know your state's deadline (usually 14-30 days) and set calendar reminders. Missing it may forfeit your right to any deductions.

Mistake #3: Vague Descriptions

Generic deductions like "cleaning $200" or "repairs $500" without specifics.

Solution: Itemize everything: "Professional cleaning of oven interior with baked-on grease - $85"

Mistake #4: Charging Full Price for Aged Items

Deducting full replacement cost for items at end of useful life.

Solution: Prorate charges based on remaining useful life. A 9-year-old carpet (10-year life) is 90% depreciated.

Mistake #5: No Documentation

Charging without receipts, estimates, or proof of actual costs incurred.

Solution: Always get written estimates or receipts before deducting. Your time can be charged at reasonable market rates if you do repairs yourself.

Tools and Resources

Digital Inspection Tools

Modern property management software streamlines the entire inspection process:

Digital checklists: Complete inspections on tablet or phone with automatic timestamps
Photo management: Attach photos directly to checklist items for perfect organization
Side-by-side comparison: View move-in and move-out photos together to identify changes
Automated reports: Generate professional PDF reports with photos in minutes
Tenant signatures: Collect electronic signatures on mobile device during walkthrough
Cloud storage: Access inspection reports and photos from anywhere, backed up automatically

Professional Inspections with Property Aura

Property Aura provides built-in help with inspection checklists, photo management, and automated report generation. Document property condition professionally, compare inspections easily, and protect yourself legally with organized records.

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Key Takeaways

Thorough inspections prevent disputes - comprehensive documentation at move-in protects you at move-out.
Photos are essential - take 50-100+ photos per property with timestamps enabled.
Involve tenants in the process - their participation builds trust and reduces disputes.
Know wear vs. damage - you cannot charge for normal wear and tear regardless of documentation.
Itemize all deductions - specific descriptions with supporting documentation for every charge.
Meet your deadlines - missing deposit return deadlines may forfeit your right to deductions.
Organize systematically - use consistent methods and tools to stay organized across properties.

Next Steps

Ready to implement professional property inspections? Take these actions today:

Download or create your inspection checklist
Assemble your inspection kit with all necessary tools
Enable timestamps on your camera or phone
Create a filing system for organizing inspection photos and reports
Review your state's security deposit laws and required timelines
Schedule move-in inspections for all current properties to establish baselines

Remember, the 60-90 minutes you invest in a thorough inspection can save you thousands of dollars and countless hours of dispute resolution. Make it a non-negotiable part of every tenancy.