How to charge a tenant for damages at move out

Start with what you can prove

You can only charge for damage you can show was not there at move in and is more than normal wear. That means two things need to exist before you price anything: a signed move in report with photos, and a move out report done in the same room order with matching photos. Without the move in record, most disputes come down to your word against the tenant's.

If you are still setting up your process, see How to do a move in inspection and the room by room Rental inspection checklist.

Separate damage from normal wear

Normal wear is the slow aging that comes from someone simply living in the unit: light scuffs, faded paint, minor carpet traffic patterns, loose door handles from use. Damage is beyond that: holes in walls, burns, pet stains, broken blinds, missing fixtures, or heavy dirt that needs more than a regular clean.

Only damage should become a charge. When in doubt, compare the photo pair side by side and ask whether a reasonable tenant living there normally would have caused it. Our full breakdown is in Normal wear and tear vs damage.

Price each item, not a lump sum

A single line that says "damages, $900" invites a dispute. An itemized list with a location, a description, a photo and a price for each repair is much easier for a tenant to accept and much easier to defend if they challenge it.

Use real numbers: a contractor quote, an invoice, or your usual hourly rate and material cost. Where an item had a limited useful life left, such as old carpet or paint, many landlords reduce the charge for its age rather than billing full replacement.

Step by step at the walkthrough

1. 01Pull up the move in report and walk the unit in the same room order.
2. 02Photograph each issue from the same angle as the move in photo, plus a close up.
3. 03Decide on the spot whether it is wear or damage, and note why.
4. 04Add a line item with a description and a price for each damage item while you are still in the room.
5. 05Total the charges, subtract from the deposit where your rules allow, and note any balance owing.
6. 06Send the tenant the itemized statement with photos within the deadline your province or state sets.

Canada and US rules to check

• Deadlines. Most provinces and states set a fixed window after the tenancy ends to return the deposit or send an itemized statement. Missing it can cost you the right to deduct anything.
• What a deposit can cover. Some places limit what a deposit can be used for or whether a damage deposit is allowed at all. Ontario, for example, generally does not allow damage deposits, so damage is pursued separately.
• Tenant consent or a hearing. In some places you need written agreement from the tenant or an order from the tenancy board before keeping money for damage. If the tenant disputes the charges, follow the local dispute process.
• Receipts. Keep invoices and quotes. Many boards and courts expect to see what the repair actually cost.

Rules vary widely and change. This is general information, not legal advice. Check your residential tenancy rules.

For what to do when a tenant pushes back, see How to settle security deposit disputes and How to write an itemized security deposit deduction list.

The best tool for move out charges

Our top pick is Easy Inspections. Its standout feature is customizable, itemized move out repair charges priced on site: you add each damage item with photos and a price during the walkthrough, and the finished timestamped report shows the total, so it settles the damage deposit return or the fees charged back to the tenant. It also covers move in and routine inspections on iPhone. Free for 0 to 2 units. Starter is $9.99/mo for 3 to 10 units and Portfolio is $29.99/mo for 11 to 50 units, with fixed plan prices and no per unit surcharge. Available in Canada and the US.

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