I’m breaking down the right way to inspect, document, and deduct from a deposit while staying legal and stress-free.
If you own rental property, there may come a time when a tenant leaves the home with damage. This could be stained carpet, holes in the wall, broken blinds, or worse. The question is, how do you charge them the right way?
Move-out charges can be tricky to manage, and without a proper plan in place, you might start a potential conflict.
But don’t worry - we have you covered. Here’s a fair, legal, and simple process that landlords can follow:
1. Do a proper move-in inspection. Before a tenant moves in, walk through the home and write down its condition. Take clear pictures and keep notes of anything that already looks worn or damaged. Have the tenant sign the inspection form to avoid any confusion later.
This step helps you compare the move-out condition to what the home looked like when they moved in. It is your best proof if something goes wrong.
2. Schedule a pre-move-out walkthrough. Two or three weeks before the tenant moves out, do another walkthrough. Tell them what you’ll be looking for. This gives them time to clean or fix small problems before they leave.
This helps prevent damage before it occurs, and many tenants will address issues once they know what you plan to charge.
3. Separate wear and tear from damage. Some things are normal over time, like faded paint or worn carpet in high-traffic areas. That’s called wear and tear, and you usually cannot charge a tenant for it. But big stains, broken fixtures, or holes in the wall are real damage.
Use your original move-in inspection to compare and decide what changed. Be honest, take photos, and make a full list.
“Charging for damages is legal when it’s done the right way.”
4. Send an itemized list within the legal timeframe. Most states give you 14 to 30 days after move-out to return the deposit or send a written list of charges. This list must be clear. It should display each repair cost, its corresponding purpose, and include receipts or written estimates.
If you don’t send this in on time, you may be required to return the full deposit, even if the damage was genuine.
5. Keep everything in writing. Always write down every step. Keep your photos, notes, signed inspections, and any communication with the tenant. If there’s ever a disagreement, these records will help protect you and prove you acted fairly.
Being a landlord means protecting your property while treating tenants fairly. Charging for damages is legal when it’s done the right way. With good records and a simple process, you can avoid legal trouble and make sure your rental stays in good shape.
If you need help building a better system for inspections, deposits, or tenant communication, reach out. We’d be happy to help.
