How to write a move out inspection report

What a move out inspection report is for

A move out inspection report records the condition of the unit on the day the tenant leaves and compares it with the move in report. It is the document that supports every deduction you take from the security deposit, and the first thing a tenant, a mediator or a tribunal will ask to see if the deposit is disputed.

A good report answers three questions for every room: what changed since move in, whether the change is normal wear and tear or damage, and what the damage costs to fix.

What to include

• Property address, unit number, tenant names and the lease dates.
• The date and time of the inspection and who attended. Note it if the tenant was invited but did not attend.
• A room by room condition list that uses the same rooms and items as the move in report.
• Photos for each room and each issue, taken from the same angles as move in, with dates on them.
• For each issue, a note saying whether it is normal wear and tear or damage.
• An itemized repair and cleaning list with a price for each line, not one lump sum.
• Keys, fobs, remotes and parking passes returned, compared with what was issued.
• Meter readings if utilities transfer at move out.
• The tenant forwarding address for the deposit statement.
• Signatures from you and, if present, the tenant.

How to write it, step by step

1. 01Pull up the signed move in report before you arrive. If you do not have one, see how to do a move in inspection for next time.
2. 02Walk the unit in the same order as move in, room by room, using the same rental inspection checklist.
3. 03Photograph every room wide, then close up on each issue. Our guide to rental inspection photos that hold up covers angles and lighting.
4. 04Sort each change into normal wear and tear or damage. Use our wear and tear vs damage guide if you are unsure.
5. 05Price each damage item while you are standing in the room. A line with a description, a photo and a price is much easier to defend than a total added up later.
6. 06Record keys and fobs returned and any items left behind.
7. 07Sign the report, ask the tenant to sign if present, and give them a copy.
8. 08Send the itemized deduction statement and any balance within the deadline your province or state sets.

Example of itemized move out lines

This is example data to show the format, not real prices. Each line ties a move out photo to a move in photo and a single charge.

Example rows only. Use your own local repair and cleaning costs.

Common mistakes that cost landlords the deposit

• No move in report, or a move in report with no photos, so there is nothing to compare against.
• Charging for normal wear and tear such as light carpet wear or faded paint.
• One lump sum for damages instead of an itemized, priced list.
• Photos taken weeks after move out, after other trades have been in the unit.
• Missing the statement deadline in your province or state.
• Deductions with no receipt, quote or reasonable cost behind them. See how to charge a tenant for damages.

Doing it in an app

Paper forms work, but the step most landlords skip is pricing each item in the room. Easy Inspections, our top pick, is built around that step. You add customizable repair items during the move out walkthrough, price them on site, and the finished photo report settles the damage deposit return or the fees charged back to the tenant right at move out. It is free for 0 to 2 units, Starter is $9.99/mo for 3 to 10 units, and it works in Canada and the US.

Questions