Most security deposit disputes start the same way. A landlord remembers the property differently than the tenant does. Without clear documentation, it becomes a question of memory against memory, and someone ends up feeling cheated.

Move-in and move-out inspections solve this problem. They create a shared record of the property's condition that both parties can refer to when the lease ends. Done properly, they prevent disputes, build trust, and make the entire rental process smoother for everyone involved.

Why Inspections Matter for Both Sides

For landlords, inspections protect your investment. They document existing damage so you're not blamed for previous wear and tear, and they provide evidence if you need to make deductions from the security deposit.

For tenants, inspections protect your deposit. They prove the condition you received the property in, so you can't be charged for damage that was already there. They also show you took care of the property when you move out.

Both parties benefit from having clear, documented evidence rather than relying on memory or trust alone.

The Move-In Inspection: Setting a Baseline

The move-in inspection establishes the property's starting condition. This should happen before the tenant moves any belongings in, or as soon as possible after keys are handed over.

What to Document

Go through every room systematically and document:

Walls and ceilings - Scratches, scuffs, holes, stains, or marks
Floors and carpets - Stains, wear patterns, scratches, loose boards, or damaged tiles
Windows and doors - Cracks, broken locks, damage to frames, function of opening/closing
Kitchen - Appliance condition, cabinet damage, countertop scratches, sink and faucet issues
Bathrooms - Grout condition, tile damage, fixtures, water pressure, drainage
Fixtures and fittings - Light switches, outlets, blinds, curtain rods, closet doors
Outside areas - Yard condition, driveway, fence, outdoor fixtures
General cleanliness - Overall state when handed over

How to Document Properly

Written notes alone aren't enough. Photos are essential because they capture details that written descriptions miss and provide visual evidence that's hard to dispute.

Take wide shots of each room - Shows overall condition and layout
Take close-ups of any damage - Scratches, stains, cracks, or issues
Include timestamps if possible - Most phones automatically timestamp photos
Make written notes alongside photos - "Small water stain on ceiling in northeast corner of bedroom"
Test everything - Turn on faucets, flush toilets, test appliances, try light switches

Digital documentation is easier to organize and share, but paper checklists with photos attached also work if both parties keep copies.

Both Parties Should Be Present

Whenever possible, landlords and tenants should conduct the inspection together. This ensures both parties see the same things and agree on the starting condition.

If schedules don't align, the tenant should be given a few days after move-in to review the property and report any issues the landlord may have missed. This grace period is standard practice and protects both parties from overlooking something during a rushed inspection.

Both parties should sign the inspection report once it's complete. If digital, an email confirmation works just as well.

The Move-Out Inspection: Comparing Before and After

The move-out inspection compares the property's current condition to the move-in report. This is when you determine whether any damage occurred during the tenancy and whether the security deposit should be returned in full.

When to Conduct It

The move-out inspection should happen after the tenant has completely vacated the property, removed all belongings, and cleaned. Some landlords offer a pre-move-out walkthrough a week or two before the lease ends, which gives tenants a chance to address any issues before the official inspection.

This pre-inspection isn't required, but many landlords find it reduces disputes because tenants can fix minor issues themselves rather than having costs deducted from their deposit.

What to Look For

During the move-out inspection, you're comparing the property's current state to the move-in documentation. Focus on:

New damage beyond normal wear and tear - Holes in walls, broken fixtures, stained carpets
Cleanliness - Was the property left reasonably clean, or is professional cleaning needed?
Missing items - Light bulbs, keys, remotes, or anything that was included in the rental
Appliance condition - Are they clean and in working order?
Yard or outdoor spaces - Is landscaping maintained per the lease terms?

Normal Wear and Tear vs. Damage

This is where most disputes happen. Normal wear and tear is expected and cannot be deducted from the security deposit. Damage beyond normal use can be.

Normal wear and tear includes:

Faded paint or wallpaper from sunlight
Minor scuffs on walls from everyday living
Carpet wear in high-traffic areas
Small nail holes from hanging pictures
Worn finish on countertops or fixtures from regular use
Loose door handles or hinges from regular operation

Damage beyond normal wear and tear includes:

Large holes in walls or doors
Broken windows or mirrors
Burns or large stains on carpets or floors
Broken appliances or fixtures
Missing smoke detectors or fixtures
Pet damage (if pets weren't allowed or exceeded normal wear)

The distinction matters legally, so landlords should be honest about what qualifies as damage, and tenants should understand what they're responsible for.

Common Mistakes to Avoid

For Landlords

Skipping the move-in inspection - Without it, you have no baseline to compare against
Vague descriptions - "Some wear on carpet" isn't specific enough if disputes arise
Not providing copies to tenants - Tenants should always have their own copy of inspection reports
Charging for normal wear and tear - This can lead to disputes and legal issues
Delaying the move-out inspection - Most jurisdictions require security deposits be returned within a specific timeframe

For Tenants

Not reviewing or signing the move-in report - If you don't flag issues at move-in, you may be blamed for them later
Assuming the landlord will remember things - Always document issues yourself with photos and written notes
Leaving the property dirty - Even if damage is minimal, leaving a messy property creates a bad impression
Not attending the move-out inspection - Being present allows you to address concerns immediately
Not taking your own move-out photos - Your own documentation protects you if disputes arise

Using Digital Tools for Inspections

Today's rental tools make inspections easier and more thorough. Many landlords use apps or software that allow them to:

Create standardized inspection checklists
Upload photos directly into the report
Share reports instantly with tenants
Store documentation securely in the cloud
Compare move-in and move-out reports side by side

Digital reports are easier to organize, harder to lose, and simpler to share if disputes go to mediation or court.

That said, a simple phone camera and a shared Google Doc or email thread works perfectly fine too. The important part is documenting thoroughly and ensuring both parties have access to the records.

What Happens After the Move-Out Inspection

Once the move-out inspection is complete, landlords typically have a legally mandated timeframe to return the security deposit or provide an itemized list of deductions.

If deductions are made, landlords should provide detailed explanations and, when possible, receipts or invoices for repairs or cleaning. Vague deductions like "general cleaning" or "repairs" often lead to disputes and may not hold up if challenged.

Tenants should review any deductions carefully. If something doesn't seem right, it's okay to ask for clarification or provide your own documentation showing the property's condition when you left.

Most disagreements can be resolved through respectful communication. If not, local tenant or landlord associations, mediation services, or small claims court are options depending on the amount in dispute.

Communication Is Key

The best inspections happen when both landlords and tenants approach the process with transparency and good faith. Landlords should be thorough but fair. Tenants should be honest and attentive.

If either party notices something during the inspection that wasn't caught earlier, speak up. A small issue addressed immediately is easier to resolve than a dispute that drags on after move-out.

Inspections aren't about catching someone in a mistake. They're about creating a clear, shared record that protects everyone and keeps the rental relationship professional.

Final Thought

A proper inspection takes maybe an hour at move-in and another hour at move-out. That small time investment can save both landlords and tenants from weeks of stress, disputes, and potentially thousands of dollars in legal or mediation costs.

The goal isn't to create a paper trail to use against each other. It's to create a fair, transparent process where both sides know exactly what to expect and can move forward confidently.

Document well, communicate clearly, and treat each other with respect. That's really all it takes to make inspections work for everyone.

Move-In and Move-Out Inspections: A Complete Guide for Landlords and Tenants