Security deposit disputes are one of the most common conflicts between tenants and landlords. According to tenant advocacy groups, billions of dollars in security deposits are withheld each year, often for damage that tenants dispute or pre-existing conditions that were never properly documented.

The good news? A thorough move-out inspection with proper documentation can protect your deposit and give you leverage if disputes arise.

Why Move-Out Inspections Matter

Your security deposit typically represents one to two months’ rent - a significant amount of money. Landlords can legally deduct for:

  • Damage beyond normal wear and tear
  • Excessive cleaning costs
  • Unpaid rent or utilities
  • Broken or missing items

The challenge is proving what’s “normal wear and tear” versus tenant-caused damage. Without documentation, it’s your word against theirs.

Complete Apartment Move-Out Inspection Checklist

Perform this inspection before you return your keys, while you still have access to address any issues.

Kitchen

  • Appliances: Refrigerator (inside/outside), oven (inside/outside), microwave, dishwasher - all clean and functioning
  • Cabinets: Clean inside and out, all doors close properly, no missing hardware
  • Countertops: Free of stains, burns, or scratches
  • Sink: Clean, no stains, drain working properly
  • Floors: Swept, mopped, no stains or damage
  • Walls: No grease stains, holes, or damage
  • Light fixtures: Working, clean, no missing bulbs

Bathrooms

  • Toilet: Clean, functioning properly, no cracks or leaks
  • Shower/Tub: Clean, no mold or mildew, grout in good condition, drain working
  • Sink and vanity: Clean, no damage, all hardware present
  • Mirror: Clean, no damage
  • Cabinets: Clean and empty
  • Floors: Clean, no water damage
  • Ventilation fan: Working (if present)
  • Fixtures: All towel bars, toilet paper holders intact

Living Areas & Bedrooms

  • Walls: No holes, dents, or damage; nail holes filled
  • Paint: Touch up any marks or scuffs
  • Floors: Vacuumed/mopped, no stains or damage
  • Carpets: Professionally cleaned (if required), no stains
  • Baseboards: Clean, no damage
  • Doors: Clean, all hardware working
  • Windows: Clean inside and out, all locks working
  • Window treatments: Clean, no damage (blinds, curtains)
  • Closets: Empty, clean, all rods and shelving intact
  • Light fixtures and switches: All working, clean

General Areas

  • Entry/hallway: Clean, no damage
  • HVAC: Filter changed, vents clean
  • Smoke detectors: Working, batteries replaced
  • Thermostat: Working properly
  • Keys: All keys, remotes, access cards ready to return
  • Outdoor space: Balcony/patio swept, any furniture removed
  • Storage: Any assigned storage area empty and clean

Documentation Strategy

Simply completing the checklist isn’t enough - you need proof.

Timing Your Inspection

Conduct your move-out inspection in two phases:

  1. Pre-final inspection (1-2 weeks before move-out): Identify and fix any issues
  2. Final inspection (day of move-out): Document the final condition

Photo Documentation Best Practices

  • Take wide shots of each room from multiple angles
  • Get close-ups of any areas that might be disputed (cleaned appliances, filled holes, etc.)
  • Use timestamps - modern smartphones automatically embed date/time in photos
  • Include context - photograph the whole room so individual shots make sense
  • Don’t miss corners - photograph corners, baseboards, and areas that might be overlooked

Written Documentation

For each room and each item, note:

  • Pass: Item is clean and undamaged
  • Fail/Needs attention: Item needs cleaning or repair before final inspection
  • Notes: Specific details like “Small stain present at move-in, documented in move-in inspection”

What About Your Move-In Inspection?

Your move-out inspection should reference your move-in inspection. If you didn’t do a thorough move-in inspection (most tenants don’t), you’re at a disadvantage. Moving forward, always:

  • Complete a detailed move-in inspection within 48 hours
  • Document pre-existing damage with photos
  • Submit your findings to the landlord in writing
  • Keep a copy for your records

Common Security Deposit Deductions and How to Avoid Them

1. Cleaning Fees

The claim: “Apartment was left dirty, charged $200 cleaning fee”

How to avoid: Clean thoroughly, especially kitchen and bathrooms. Consider hiring professional cleaners and keep the receipt as proof.

2. Paint Touch-Ups

The claim: “Walls needed repainting, charged $500”

How to avoid: Fill all nail holes with spackle and touch up with matching paint. Small nail holes are typically considered normal wear and tear, but larger holes from mounting TVs or shelves should be repaired.

3. Carpet Cleaning/Replacement

The claim: “Carpets heavily stained, charged $800”

How to avoid: Have carpets professionally cleaned if required by your lease. Document with before/after photos and keep the receipt. Note that normal wear on carpets is expected and landlords can’t charge for normal deterioration.

4. Appliance Cleaning

The claim: “Oven/refrigerator required deep cleaning, charged $150”

How to avoid: These are notorious deduction items. Clean thoroughly inside and out, and photograph. The refrigerator should be empty, clean, and defrosted. The oven should be free of grease and food residue.

What to Do If Your Deposit Is Withheld

If your landlord withholds part or all of your deposit:

  1. Review the itemized list - landlords must typically provide an itemized list of deductions within 30 days (varies by state)
  2. Compare to your documentation - reference your timestamped photos and notes
  3. Know your rights - research your state’s landlord-tenant laws
  4. Send a formal demand letter - cite specific discrepancies between their claims and your documentation
  5. Consider small claims court - if the amount is significant and you have solid documentation

Digital Tools for Move-Out Inspections

While you can use a paper checklist and your phone’s camera, a dedicated inspection app provides significant advantages:

  • Pre-built templates specific to apartment inspections
  • Automatic timestamp on all photos and notes
  • Organized storage of all documentation in one place
  • PDF export to email yourself and/or your landlord
  • Historical records if you need to reference later

Download Pass Fail Checklists on the App Store

Timeline for Your Move-Out

4 weeks before move-out:

  • Review your lease for move-out requirements
  • Note your final walkthrough date with landlord
  • Begin pre-inspection to identify issues

2 weeks before move-out:

  • Address any issues found in pre-inspection
  • Schedule carpet cleaning (if required)
  • Purchase any cleaning supplies or touch-up paint

1 week before move-out:

  • Complete deep cleaning
  • Begin final inspection checklist
  • Schedule professional cleaners if needed

Day of move-out:

  • Complete final inspection with photos
  • Do final walkthrough with landlord if possible
  • Return all keys, remotes, access cards
  • Provide forwarding address for deposit return
  • Email yourself inspection documentation

After move-out:

  • Keep all documentation for 60+ days
  • Follow up if deposit isn’t returned within required timeframe

The Bottom Line

Your security deposit is your money. Taking 2-3 hours to properly document your apartment’s condition at move-out can mean the difference between getting your full deposit back or losing hundreds of dollars to disputed claims.

The key is thorough documentation:

  • Complete every item on the checklist
  • Photograph everything with timestamps
  • Note any pre-existing conditions
  • Keep organized records

Whether you’re a first-time renter or have moved many times, treating move-out inspections as seriously as you would any financial transaction protects your interests and ensures you get back what’s rightfully yours.

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