Move-In and Move-Out Checklist Template

Move-ins and move-outs are where most deposit disputes start. The fix is boring and reliable: do the same steps, in the same order, and document the unit's condition the same way every time. Use these checklists as-is or adapt them to your process.

Security deposit rules — including return deadlines, allowable deductions, and itemization requirements — vary by state and sometimes by city. Check your local requirements and add them to this checklist before using it.

Move-in checklist

Before the move-in date

• ☐ Lease fully signed by all tenants and the landlord or agent
• ☐ Security deposit and first month's rent received and recorded
• ☐ Renter's insurance proof received (if required)
• ☐ Tenant record set up in your PM software, including all occupants and emergency contact
• ☐ Tenant portal invitation sent
• ☐ Utilities transfer instructions sent to the tenant, with the date they must be in the tenant's name
• ☐ Unit turned: cleaned, repairs completed, smoke and CO detectors tested
• ☐ Keys, fobs, garage remotes, and mailbox keys counted and labeled

On move-in day

• ☐ Walk the unit with the tenant, or provide a move-in condition form to complete within ______ days
• ☐ Photograph or video every room: walls, floors, fixtures, appliances, windows, inside cabinets
• ☐ Record meter readings (if applicable)
• ☐ Hand over keys and record exactly what was given
• ☐ Explain how to submit maintenance requests and what counts as an emergency
• ☐ Share the rent due date, payment methods, and late fee policy

Within the first week

• ☐ Signed move-in condition report received and saved to the tenant record
• ☐ Photos saved to the tenant record with the date
• ☐ Welcome check-in sent: anything not working as expected?

Move-out checklist

When notice is received

• ☐ Notice date recorded and checked against the lease's notice requirement
• ☐ Move-out date confirmed in writing with the tenant
• ☐ Move-out instructions sent: cleaning expectations, key return, forwarding address request
• ☐ Listing and showings started for the next tenant (if re-leasing)
• ☐ Final utility transfer date confirmed

On move-out day

• ☐ All keys, fobs, and remotes returned — count against the move-in record
• ☐ Forwarding address received in writing
• ☐ Walk the unit and photograph every room from the same angles as move-in
• ☐ Record meter readings (if applicable)
• ☐ Note every difference from the move-in condition report, separating normal wear and tear from damage

After move-out

• ☐ Repair and cleaning costs documented with invoices or estimates
• ☐ Unpaid rent and charges reconciled on the tenant ledger
• ☐ Itemized deposit statement prepared: deposit held, each deduction with a reason, balance to return or owed
• ☐ Deposit statement reviewed and approved
• ☐ Deposit statement and any refund sent to the forwarding address within your state's deadline: ______ days
• ☐ Turn work orders created for the unit