Move-Out Evidence Checklist by Room

Use a consistent evidence checklist for every room, alongside the inspection and access process required in your jurisdiction.

Work through the checklist

Use the download to keep your record.

• Record the property and unit, inspection date, inspector, attendance and document version.
• Locate the move-in condition report and relevant maintenance records before making comparisons.
• Follow a consistent room order and capture safe wide views before detailed condition images.
• Label each item with its location, factual observation and original image references.
• Note earlier condition, known age, maintenance history and any missing evidence for each item.
• Track needed repairs separately from responsibility review, with vendor and invoice references.
• Preserve originals, record disputes and independently check applicable inspection, statement and refund deadlines.

Establish the inspection record

Record property and unit, date, inspector, relevant attendance, and the document version. Identify the earlier move-in report and maintenance records available for comparison.

Follow privacy rules and avoid collecting irrelevant personal information.

Capture each condition

Take a wide view, then a closer view where needed. Label the room, fixture or surface, observation, and image reference. Use factual descriptions rather than conclusions about fault.

For each item, note prior condition, age if known, relevant maintenance, and what remains uncertain. Do not stage or alter evidence.

Connect the next step

Record work needed, vendor assessment, invoice reference, proposed responsibility review, and the person handling it. Keep repairs needed for the next tenancy separate from decisions about charging the former resident.

Preserve originals and track any later comments or disputes. Check applicable deadlines for inspection, statements, and refunds independently of this worksheet.

Before closing the file, verify that every proposed item has a location and supporting record. If someone else cannot identify the condition from the file, improve its organization rather than adding more unlabeled photographs.

Keep your completed record

Save the worksheet with the supporting records and restrict access to people who need it. This blank organizer does not calculate a legal, tax, insurance, or eligibility decision.

Continue with a related task

• Document Move-Out Condition So the Record Is Useful
• Cleaning, Wear, or Damage? Build the Evidence Before the Bill

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