Why a Formal Move-Out Process Matters
Security deposit disputes are the number one source of landlord-tenant conflict. A documented, systematic move-out inspection protects you legally, gives tenants a fair process, and helps you get the unit rent-ready faster — which means less vacancy loss.
The RentReady Tracker is built around a 25-item checklist organized by category. Here is the full list with guidance on what to look for and what typical repairs cost in 2026.
Safety Items (Non-Negotiable)
- Smoke detectors: Test all units. Replace batteries or the entire unit if more than 10 years old. Cost: $15–$35 per unit.
- Carbon monoxide detectors: Required in most states for properties with gas appliances or attached garages. Cost: $20–$50 per unit.
- GFCI outlets: Check all bathrooms, kitchens, garages, and exterior outlets. A tripped GFCI is a quick fix; a failed one needs an electrician. Cost: $8–$15 per outlet DIY.
- Stair railings and handrails: Wiggle every railing. A loose railing is a liability. Cost: $50–$200 to re-secure.
Plumbing
- All faucets: Check for drips, low pressure, and hot water. A dripping faucet wastes 3,000+ gallons/year.
- Toilets: Check for running, rocking, or staining. A running toilet can add $50–$100/month to the water bill.
- Water heater: Check age (replace at 10–12 years), look for rust or leaks around the base.
- Under-sink areas: Look for water stains, mold, or slow drains. A slow drain is usually a $15 fix; mold remediation is not.
HVAC
- Filter replacement: Always replace the HVAC filter between tenants. Cost: $8–$25.
- Thermostat function: Test both heat and AC. A non-functioning thermostat is often just a dead battery.
- Vents and registers: Check for blockages, damage, or missing covers.
Interior Condition
- Walls and ceilings: Document all holes, scuffs, and stains. Normal wear and tear (small nail holes, minor scuffs) cannot be charged to the tenant in most states.
- Flooring: Distinguish between normal wear and tenant damage. Carpet replacement cost: $2–$5/sq ft installed.
- Doors and locks: Test every door and lock. Rekey all exterior locks between tenants — always. Cost: $15–$25 per lock DIY.
- Windows: Check for broken seals (foggy glass), cracked panes, and functional locks.
- Appliances: Test every appliance included in the lease. Document the condition with photos.
Exterior
- Gutters: Clean and inspect. Clogged gutters cause foundation and siding damage. Cost to clean: $75–$200.
- Landscaping: Document the condition against move-in photos. Overgrown landscaping is a tenant charge in most leases.
- Driveway and walkways: Note any new cracks or damage.
Legal and Administrative
- Security deposit accounting: Most states require itemized deductions within 14–30 days of move-out. Know your state's deadline.
- Move-in vs. move-out comparison: You must have documented move-in condition to legally charge for move-out damage. Photos with timestamps are your best protection.
- Lead paint disclosure: Required for pre-1978 properties at every tenancy change.
Using the RentReady Tracker
The RentReady Tracker walks you through all 25 items, lets you mark each as pass/fail, adds cost estimates for any repairs needed, and generates a printable summary you can share with your tenant or keep for your records.