Check out our guide to pre-move-out inspections: things to know to better protect your rights as a landlord and ensure you are not cheated.
Not all landlords bother to conduct inspections when their tenants are moving in or out of their property. However, everyone should definitely perform inspections without fail. They are an essential way for you to protect your rights as a real estate owner and landlord and are covered by law for a reason.
Why Is the Pre-Move-Out Inspection Necessary?
The main purpose of a pre-move-out inspection is to protect the landlord’s interests. When a tenant signs their lease, they also hand over a deposit meant to cover any damages to the property they are renting. If damages appear, you can withdraw money from the deposit, or the landlord can reserve a part of it to cover their expenses once the lease is up. The whole point of the inspection is to assess the rented property and determine its condition. Upon review, the landlord can decide whether or not the deposit can be returned to the tenant. If a landlord makes and follows a smart checklist when renting out a property, they can probably avoid taking on a troublesome tenant who will cause damage. Request and schedule the inspection, and learn what to expect during the walkthrough. Issues such as settling outstanding balances, understanding legal rights, and the potential impact of the inspection on the return of the security deposit must also be addressed.
Handling Personal Belongings and Keys
Following a clear process not only helps avoid misunderstandings but also contributes to a smooth transition and the timely return of the security deposit. Here are essential steps every tenant should take:
- Thoroughly Remove All Personal Items: Carefully go through every room, closet, and storage area to ensure no personal belongings are left behind. Double-check shelves, cabinets, and drawers, as forgotten items can delay the move-out process and potentially incur removal fees.
- Dispose of Trash and Unwanted Items Properly: Remove all trash, recycling, and unwanted possessions from the property. Use appropriate disposal methods, such as community dumpsters or scheduled bulk pickup services, to avoid leaving debris or clutter that could result in additional cleaning charges.
- Conduct a Final Walkthrough for Overlooked Belongings: Perform a last walkthrough of the entire property, paying close attention to commonly missed spots such as under sinks, behind doors, and in upper cabinets. This final check helps ensure that nothing is unintentionally left behind, protecting you from potential disputes.
- Return All Keys and Access Devices to the Landlord or Manager: Gather every set of keys, garage remotes, mailbox keys, and any access cards or fobs originally provided. Return them directly to the landlord or property manager as instructed, and request a written acknowledgment confirming receipt to avoid replacement charges.
These are the steps tenants should take to remove personal items and return all keys to the landlord or property manager.
Recommended Cleaning and Repairs Before Inspection
One must understand how to differentiate between acceptable wear and tear versus tenant-caused damage, which is crucial for determining security deposit deductions. There are recommended cleaning tasks and minor repairs tenants should complete to prepare for a successful inspection. Tenants should thoroughly clean all areas of the property. This includes vacuuming carpets, mopping floors, wiping down walls, cleaning kitchen appliances inside and out, scrubbing bathroom fixtures, and dusting light fixtures and vents. Attention should also be paid to removing any stains or odors. Minor repairs, such as patching small nail holes, tightening loose cabinet handles, replacing burnt-out light bulbs, and fixing leaky faucets, should be completed. Addressing these cleaning tasks and repairs not only keeps the property in good condition but also increases the likelihood of receiving a full refund of the security deposit.
The Timing of the Inspection
Depending on your state laws, the time you can conduct the inspection varies slightly. Still, it generally falls on the final day of the tenant’s lease, hopefully, once they have already packed up and prepared to leave the property. This allows you the best possible survey of your property. After all, tenants can cover up damage through strategic placement of furniture or other belongings.
Once the property is emptied out, it becomes much harder to deceive the landlord and claim the deposit. You should be particularly wary if a tenant requests an early move-out inspection. While their concerns can be genuine and the request might stem from clashing schedules, it can also be an attempt to cover up damage or, in rare cases, the actions of a spiteful tenant planning to damage your property on purpose. No matter what, you should tactfully refuse their request.
Mechanical Systems and Utilities Review
Checking HVAC, mechanical systems, and ensuring utilities are properly managed before moving out is crucial. Overlooking these areas can lead to unexpected costs, disputes, or delays in the transition process. Here are six key considerations to keep in mind:
- Test Heating and Cooling Systems: Confirm the HVAC system is functioning properly by running both heating and cooling cycles. Address any unusual noises or performance issues, and replace air filters if needed to maintain air quality and system efficiency for the next occupant.
- Inspect Water Heater and Plumbing: Check the water heater for leaks, rust, or signs of malfunction. Ensure it is set to a safe temperature (typically around 120°F). Examine sinks, toilets, and showers for leaks or slow drains, and resolve any plumbing issues before vacating the property.
- Verify Appliance Operation: Major appliances, such as the stove, oven, refrigerator, dishwasher, and microwave, should be confirmed to be in proper working order. Report or repair any malfunctions, as unresolved appliance issues can become costly problems for both tenants and landlords.
- Ensure Utility Accounts Are Managed: Arrange for the transfer or cancellation of utility accounts, including electricity, gas, water, and internet. Provide final meter readings where necessary and settle outstanding bills to prevent service interruptions or disputes with the landlord after moving out.
- Check Electrical Systems and Safety Devices: All light switches, outlets, and circuit breakers must be operational. Test smoke and carbon monoxide detectors, replacing batteries if needed. Ensuring that these safety devices work properly is vital for the safety of future residents.
- Clear Vents and Replace Filters: Clean all supply and return vents throughout the property to ensure proper airflow and indoor air quality. Replace filters in HVAC units, range hoods, and bathroom exhaust fans as required to help prevent system strain and maintain a healthy environment.
Taking the time to thoroughly review mechanical systems and utilities not only helps protect your security deposit but also ensures a smooth and responsible transition for everyone involved. Proper attention to these details minimizes the risk of last-minute issues and demonstrates good stewardship of the property.
The Benefits of Doing the Inspection
The one truly major benefit of the pre-move-out inspection is that it justifies your decision to withhold the deposit. Of course, you can only withhold the deposit if such action is deemed legal. When a pre-move-out inspection is not done, refusal to hand it over can come across as arbitrary and unlawful. Besides, the inspection gives you, the landlord, a perfect opportunity to thoroughly document the condition of your property, even if you know that the tenant is a good one and unlikely to have left behind any damage.
With the pre-move-out inspection out of the way, both parties can focus on what they need to do next. The tenant can focus on moving and tasks such as trying to review potential long-distance movers and find the best option available if they haven’t already. And the landlord can focus on repairs or finding a new tenant.
Determining Damages
The most important part of the pre-move-out inspection is, of course, the review of the property itself. Now, there is a significant caveat here that we must mention before going over anything else. Before you rent out a property, make sure to document its condition thoroughly.
Take photos of everything: the walls, floors, windows, doors, the kitchen, the bathroom, etc. You must photograph every room from multiple angles under ‘ideal’ light conditions. Meaning that you can’t let shadows and such obscure what the focus of the picture is. The same applies to any appliances and furniture you plan to make available to the renter. In the case of appliances, it might even be wise to document a video of them working. Make a checklist and go from room to room, so you don’t forget anything.
Why do you need to go this far?
Unfortunately, it is because many tenants will try to claim that whatever damage they’ve caused was ‘there when they moved in.’ In that scenario, it would surely be your word against theirs. Without sufficient proof, you won’t be able to accomplish much, so you should give up and return the deposit. They might even try to take legal action against you, which can get drawn out and be highly unpleasant – both for you personally and for your rental business. Solid and undeniable proof, with proper dates on the pictures and everything, will quickly shut down any such attempts.
The Security Deposit Policies
One final question about the pre-move-out inspection remains. Just what level of damage justifies refusing to return a deposit? Unfortunately, there is no easy answer to this question. The legal guidelines say that a ‘reasonable amount of wear and tear’ does not qualify as grounds for refusing to return the money.
Now, what can be defined as ‘reasonable’? In simple terms, you are not entitled to keep the deposit for superficial damage, which you can fix with very little work. For example, the walls getting a bit dirtied and needing a fresh coat of paint does not qualify as damage. Furniture color and texture fading away similarly does not mean you can claim money for replacements. So, if your curtains are torn, you can claim money to replace them. If they look a little worn and ratty, you cannot. Property management for landlords is admittedly a complex subject when such tricky legal situations are brought up.
Frequently Asked Questions
Below are answers to frequently asked questions about the typical checklist used for inspecting each area of the property, such as bathrooms, bedrooms, living areas, kitchen, and exterior spaces, highlighting what should be reviewed in each room.
What should be checked in the kitchen during a move-out inspection?
Inspect all appliances for proper operation, check countertops and cabinets for damage, ensure the sink and plumbing are leak-free, and confirm floors, walls, and light fixtures are clean and intact.
What areas of the bathroom require inspection?
Review toilets, sinks, showers, and tubs for leaks, cleanliness, and mold. Examine tiles, grout, mirrors, and ventilation fans to ensure they are clean, functional, and free of damage.
How should bedrooms be inspected?
Check walls, ceilings, and floors for stains or damage. Ensure windows and doors open and close properly, and confirm that closets and shelving are secure and undamaged.
What needs to be reviewed in living and common areas?
Look for damage to floors and walls, test all light fixtures and outlets, inspect windows and doors, and verify that smoke detectors and other safety devices are functional.
What should be included when inspecting exterior spaces?
Examine patios, balconies, or yards for cleanliness and unauthorized alterations. Check for damage to fences, gates, and any outdoor fixtures, and ensure landscaping meets lease requirements.
Now that you have gone through our guide on pre-move-out inspection: things to know, you should understand exactly why you should never skip this inspection. Without it, you have no legs to stand on when trying to claim the deposit you deserve to withhold. And you can even get into legal trouble if you are not careful. Managing deposits and inspection reports can be simplified with RentRedi’s landlord tools, which keep all records organized and accessible for both parties.