Your tenant has given notice. You have a key return date. And now comes one of the most important — and most contentious — moments of the entire rental process: the move-out inspection.
Doing it right means protecting your investment. Doing it wrong — or skipping it — can cost you thousands in repairs you'll never be able to claim.
When to inspect
Ideally, conduct the inspection on the same day the tenant returns the keys, with the property completely empty. Don't agree to inspect with furniture or belongings still inside — they hide defects and make comparison with move-in documentation difficult.
If the tenant can't be present, notify them in writing (email or message) of the inspection date and time. This shows transparency and protects you legally.
What to check: complete checklist
Walls and ceilings
- Holes from anchors, nails, or screws
- New moisture stains
- Damaged, peeling, or discolored paint
- Cracks that weren't there before
Floors
- Deep scratches (especially on hardwood)
- Broken or loose tiles
- Permanent stains on carpet or porous flooring
Kitchen and bathrooms
- Condition of countertops, tiles, and fixtures
- Functionality of exhaust fan, oven, stove
- Silicone seals (excessive mold?)
- Drains (working properly?)
Windows, blinds, and doors
- Opening and closing mechanisms
- Glass (cracks, breaks)
- Locks (turning smoothly?)
- Weather stripping and sealing
Systems and utilities
- Boiler or water heater (working?)
- Air conditioning (heating/cooling?)
- All outlets and switches
- Light fixtures (any missing bulbs?)
Normal wear vs. damage: the line that matters
Not everything you find is claimable. The law distinguishes between normal wear and tear and damage caused by negligence.
Normal wear (not claimable):
- Slightly yellowed or dirty paint after several years
- Minor floor marks from daily use
- Dripping faucets from worn washers
- Burned-out light bulbs
Claimable damage:
- Large holes in walls
- Deep floor scratches from moving furniture without protection
- Appliances broken from misuse
- Torn-off blinds or broken windows
- Paint or dye stains on surfaces
The key is always comparison: if you can show something was fine at move-in and isn't now, you have a solid argument.
How to document your findings
An inspection without documentation is a conversation. An inspection with verified documentation is evidence.
For each issue found:
- Close-up photo showing the damage in detail
- Wide shot showing the location in the room
- If possible, compare with the move-in documentation photo
With CertiPlace, you can generate a move-out report with the same guarantees as the move-in one: sealed metadata, verified geolocation, and blockchain hash. Put them side by side, and the evidence speaks for itself.
Can you retain the deposit?
Under most rental laws, you can retain part or all of the deposit if there are damages beyond normal wear and tear. But you must:
- Notify the tenant in writing about the damages found
- Provide repair estimates or invoices
- Prove the damage didn't exist before (this is where move-in documentation is critical)
If the tenant disagrees, they can take it to court. In that case, your verified documentation is your best defense.
The ideal workflow for landlords
- Before renting: CertiPlace photo report of the entire property
- Key handover: Share the report with the tenant
- During the lease: Annual documented reviews
- Tenant moves out: New CertiPlace report with empty property
- Comparison: Move-in vs. move-out = direct visual evidence
Conclusion
The move-out inspection isn't a formality — it's your last chance to protect your investment. With verified move-in and move-out documentation, you turn a potentially contentious situation into an objective, transparent process.
Don't leave your property's protection to chance. Document with CertiPlace and have the peace of mind that your evidence is solid.
