A walk-through, also known as a landlord/tenant walk-through or a move-in/move-out inspection, occurs at the beginning and end of a tenant’s lease. During a move-in walk-through, the new tenant (with or without the landlord or property manager) walks through the property to check for any potential issues that need to be fixed.
It’s also the time to make note of any issues that existed prior to their arrival. During a move-out walk-through, the landlord or property manager (either with or without the presence of the tenant) walks through the property to check for any potential damages or issues that will need to be addressed before a new tenant can move in.
Key Takeaways
• Conducting move-in and move-out walk-throughs—with detailed checklists, photos, and videos—helps landlords document the unit's condition and avoid disputes over security deposit deductions.
• Unapproved tenant-made changes, such as painting or fixture replacements, can legally be considered damage if not allowed in the lease; clearly stating these rules protects both parties.
• Security deposit returns must comply with state deadlines and should be supported by thorough documentation, including an itemized deduction form and visual evidence of any tenant-caused damage.
Charge a Security Deposit Upon Move-In
After you’ve approved a renter’s application, it’s important to inform them of the fees that will need to be paid on move-in day. These may include a security deposit, a non-refundable pet fee, a pet deposit, an administrative fee, etc. It’s important to require a security deposit to cover any damages caused to the property during a tenant’s stay.
Although a security deposit will not cover normal wear and tear or assist in paying for new upgrades, it will help you resolve damage caused by the tenant. If the security deposit isn’t enough to cover the damage, you may need to consider sending a letter asking for additional payment from the tenant with an itemized security deposit deduction form (that also lists charges beyond the amount of the security deposit).
Are unapproved changes to the unit considered damage?
Tenants may ask their landlord throughout the lease if there are any changes they’re allowed to make to the unit to spruce it up. Perhaps they’d like to paint the walls a different color or add a new light fixture in the kitchen. If the lease you have both signed allows for such changes, you cannot consider this damage to the property upon move-out. However, if the tenant doesn’t ask for approval or check their lease before making changes, this could be considered damage to the property, or at least breaking the terms of their lease.
If you do not want tenants making any physical changes to your property, make sure that is stated clearly within the lease agreement. When you create your lease agreements with Apartments.com, you can easily generate a lease that fits your property and your standards. Ensuring that your lease adheres to local and state laws and addresses all important policies will protect you and your tenant, as well as minimize disputes upon move-out.
Use a Walk-Through Checklist During Move-In and Move-Out
A move-in checklist (often given to the tenant by the landlord or property manager) is a way for the tenant to take note of any issues with the unit that were there before they moved in. This way, the landlord won’t mistakenly charge them for damage that was done prior to their tenancy. It’s even easier to use a template that records the condition of the unit upon arrival (move-in day) and upon departure (move-out day) for both the landlord and the tenant. If you don’t have a template, check out our rental walk-through checklist.
As the landlord, you can choose to be there for the move-in walk-through, but you don’t need to be. Simply require that the tenant returns the checklist to you within a week of their move-in date. You should hold onto this throughout their lease, as well as provide the tenant with a copy for their own records that’s signed by both parties.
Take Before and After Pictures and Videos
You likely already have top-notch photos of your rental property on your online listing, but for your own personal records, it’s important to take before and after photos (and videos) of your unit. This is another way for both you and your tenant to have proof of what the unit looked like at move-in and at move-out. If taken on your smartphone, the date the photos were taken will show up on your camera roll, and the same goes for videos.
The tenant may also use photos taken on move-in day to prove that an issue with the unit happened prior to their arrival. If the tenant does not attend the move-out walk-through, and you find damage in the apartment, photos can help you explain to the tenant why you will not be returning their security deposit in full (or at all). These photos should be sent in addition to an itemized security deposit deduction form after the move-out walk-through.
Scheduling a Walk-Through Prior to Move-Out
It’s common to conduct a walk-through on move-out day, but it may also be beneficial for both you and the tenant to do an inspection a few weeks prior as well. This way, if you see any possible problems, you can notify the tenant what needs to be fixed in order to avoid being charged for damages. You’re not required to do this, but it will keep you from repairing small fixes on your own that could’ve easily been done by the tenant upon request.
The Move-Out Walk-Through
The day your tenant moves out, and after all their belongings have been removed, is the crucial time that both of you do a final inspection and fill out a move-out checklist. You should also take a second set of photos and videos for your before-and-after record. If you would prefer to conduct the move-out walk-through without the tenant, that is your choice (as long as you’re abiding by state and local laws). This is a reasonable option if you’ve already inspected the unit with your tenant a few weeks prior to prevent them from losing a part of their security deposit on easily fixable damages.
What to do with the security deposit after move-out
You have a certain time limit to return the security deposit to your tenant or provide a reason why you’re withholding all or part of it. This varies by state, so check your state law on the matter. To protect yourself and your property, include all proof that you’ve obtained, including before-and-after photos and videos, your copy of the move-in/move-out inspection sheet, and an itemized security deposit deduction form. If no damages occurred to the unit, then you are required to return the security deposit back to the tenant in full, using an approved method (i.e., check, direct deposit, etc.) according to state law.
Frequently Asked Questions
1. What should I look for during a rental walk-through?
Look for damages, missing items, and ensure all utilities are functional.
2. How can landlords prepare for a walk-through?
Provide a checklist, ensure the property is clean, and have a camera ready for documentation.
3. What happens if damages are found during the walk-through?
Discuss repair costs and deductions from the security deposit with the tenant.
Originally published on June 11, 2020
