Apartment Turnover Inspection Checklist: Move-Out, Make-Ready, Move-In

Part of the guide: The Site Inspection Checklist to Run on Every Walkthrough

An apartment turnover inspection is the walk of a unit between one resident moving out and the next moving in: a move-out inspection to record the condition and any damage, a make-ready list of repairs, cleaning and changes, a final check that the list is done, and a move-in inspection with the new resident. Each step is dated and photographed, because the move-out record decides what can be deducted from the old deposit and the move-in record protects the next one.

It is routine work for property managers and it is where most deposit disputes are won or lost.

The move-out inspection

Walk every room in the same order as the move-in inspection, with that record open beside you. For each room, photograph it from the doorway and then anything that has changed: marks, holes, burns, stains, broken fittings. Note what is normal wear and tear and what is damage; most US states allow deductions for damage beyond normal wear and tear, not for the ageing of paint and carpet.

If the resident can attend, walk it together. It shortens the dispute that may follow.

The deposit deadline

After move-out, the landlord has a fixed time to return the deposit or send an itemised list of deductions. The deadline depends on the state: for example 21 days in California, 30 days in Texas and 14 days in New York. Missing it can cost the right to make deductions at all, so the move-out inspection should happen on the day the keys come back, and the itemised list should use the photos from that walk. Check your own state's law.

The make-ready list

The make-ready list is a punch list for the unit. Typical items:

• Repairs identified at move-out: holes filled, fittings replaced, doors and drawers adjusted.
• Paint touch-up or repaint, carpet cleaning or replacement, depending on age and condition.
• Appliances tested and cleaned, filters changed, smoke and carbon monoxide alarms tested.
• Plumbing checked for leaks and slow drains, water heater and HVAC serviced where due.
• Locks re-keyed or changed, keys and fobs counted.
• Deep clean.

Give each item a trade or vendor and a due date. The unit is ready when every item is checked, not when the vendors say they have finished.

The move-in inspection

Walk the unit with the new resident, room by room, with a checklist and photographs, and have both parties sign it. The rental condition template has 27 checks in 7 areas. Photograph every room, including the ones in good condition; "fine" with a photograph is evidence, "fine" without one is an opinion. Give the resident a copy the same day.

Common mistakes

• A different route each time. Use the same checklist at move-in and move-out, so the two records can be compared line by line.
• Photos without dates or rooms. A folder of pictures is hard to use in a dispute. Each photo should be tied to a room and a date.
• Deducting for wear and tear. Faded paint and worn carpet after a normal tenancy are usually the landlord's cost.
• Late itemised lists. The state deadline runs from move-out, not from when the invoices arrive.

What to do next

Use one checklist for both move-in and move-out, photograph every room each time, run the make-ready as a punch list with owners and due dates, and diarise the deposit deadline on the day the keys come back.

In Punch List AI, duplicate the unit's project for each tenancy; the rental walk records every room with dated photos, and the move-out items can carry after photos once the make-ready work is done.

Questions people ask

How long does an apartment turnover take?

Often a few days to two weeks, depending on the work the make-ready list needs and vendor availability. The move-out inspection should happen on the day the keys come back.

What is the difference between wear and tear and damage?

Wear and tear is the normal ageing of a unit through ordinary use, such as faded paint or worn carpet in walkways. Damage goes beyond that, such as holes, burns or broken fittings. State law and the lease decide what can be deducted.

Do I need the tenant's signature on the move-in inspection?

It is good practice, and some states require a written move-in checklist before a deposit can be kept for damage. Check your state's rules.