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If you are a Soledad landlord, it is a given that tenants will move out from time to time. Perhaps they had told you they planned to renew their lease but moved out early. Or maybe they simply decided not to renew their lease once it expired. In either case, you may find yourself needing to create a move-out checklist.

A move-out checklist provides a guide for inspecting rental property before a tenant moves out. It can also be used after a tenant moves out. By going from room to room, a landlord can use the list to itemize deficiencies that must be corrected. Move-out checklists can also be used to list damages that a tenant is responsible for. Comparing the move-out checklist to a previously prepared move-in checklist is helpful for that purpose.

There are two main reasons that a move-out checklist is important. The first applies when a tenant has given notice but has not yet moved out. In that case, the landlord and tenant can walk through the rental property together and document the condition of the unit. This will help to resolve any disputes that might later occur, especially if both parties sign the checklist.

The second applies if a tenant moves out without giving notice and has damaged the rental property. In that case, the landlord can use the checklist to determine the amount of security deposit to be withheld. It might also be helpful to make photos of the damage in case of a dispute. Both the completed checklist and the photos should be time stamped if possible.

A move-out checklist can also be used to solicit repair quotes from a contractor or property management company. Such quotes can be used to document the cost of damages caused by a tenant. Additionally, the quotes should provide a timeline as to when the work will be finished. This gives the landlord a good idea of when the property can be rented again.

A move-out checklist should include every room and provide a place to document the condition of that room. In addition to the overall room condition, the landlord should look for the following items:

• Wood and tile floors – damage to the material and finish
• Carpeted floors – tears, stains and the need to be shampooed
• Walls and Ceiling – nail holes and paint condition
• Windows – broken glass and damaged tracks and sills
• Doors – damage to door faces, knobs, jambs and thresholds
• Drapery – tears, stains and damaged rods
• Shades or blinds – broken slats
• Window screens – tears and dirt buildup
• Ceiling fans – damaged blades and light fixtures
• Electrical outlets – signs of misuse and burn marks
• Light fixtures – damage to the fixture and to bulbs
• Closets – damage to walls, floors and closet doors
• Stairs – structural integrity and finish

For kitchens, check the following appliances and areas for cleanliness and for damage to these specific items:

• Refrigerator – doors and shelves
• Stove – control knobs, burners, doors, door glass and racks
• Microwave – door, door glass and turntable
• Dishwasher – door and racks
• Kitchen sink – finish and working condition of drain and faucet
• Area under kitchen sink – water damage

For bathrooms, check each of the following areas for cleanliness and for damage to these specific items:

• Bathroom mirror – broken glass
• Vanity top and doors – finish and door hinges
• Bathroom sink and tub – finish and working condition of drain and faucet
• Toilet – seat, lid and working order
• Area under bathroom sink – water damage

For each room, the overall condition of the room should be documented. Each of the specific areas listed above should also be recorded. Codes with a legend could be used for that purpose. Veteran landlords and property management consultants could record an estimated cost of repairs.

It might also be useful to include the forwarding address of the tenant who is moving out. Signature lines could also be helpful so that the landlord and tenant could both sign the form. Most tenants who have taken responsible care of rental property would be agreeable to a joint inspection. This is especially true if they are hoping to have their security deposit refunded.

Sometimes life gets in the way, and it is impossible for a landlord to perform a timely inspection. In that case, it might make sense to hire a property management professional to conduct the inspection for you. Even if you have time, it may still make sense to hire a professional if major damage is expected. If you end up in small claims court, the documentation provided by a professional could prove invaluable.

Although you might create a move-out checklist for the time that a tenant moves out, nothing says you can’t use it at other times. For instance, you could use it anytime that you have a reason to suspect damage. You could also use it for seasonal inspections. You could even use it as a move-in checklist by changing the title.

When preparing and executing a move-out checklist, there are certain mistakes to avoid. For one thing, the checklist should be completed before telling a tenant whether their security deposit will be refunded. If possible, don’t delay performing the inspection until after the tenant has moved out. Rather, try to inspect the rental property with the tenant present. Also, ask for the tenant’s signature on the checklist.

A move-out checklist will help you see exactly what condition your property is in. It can be used to estimate the amount of funds and time required to complete corrective action. The list could also be used in soliciting bids from contractors or a Soledad property management company. Lastly, a move-out checklist can be used to document damages caused by a renter. This could prove useful in small claims court.