RoomproofQuick answer: A move-out checklist with photos is a room-by-room record of the condition you returned a rental in, with a dated photo of every wall, floor, fixture and appliance. Fill in the checklist above, add photos as you go, and download the PDF. Send it to your landlord or property manager on the day you hand back the keys, and keep a copy until your deposit is settled.
Why photos matter for your security deposit
When a landlord keeps part of a deposit, the dispute usually comes down to two questions: was the damage there when you moved in, and was it there when you left? Dated move-out photos answer the second one. In most US states a landlord can't charge for normal wear and tear, only for damage beyond it, and many states require an itemized list of deductions within a deadline, for example 21 days in California, 14 days in New York and 30 days in Texas. Check the current rules for your state and your lease.
Some states now require landlords to take photos as well. California's AB 2801, for example, requires landlords to photograph a unit after the tenant moves out and again after any repairs or cleaning. Your own photos are still your best record, because you decide what gets photographed.
Normal wear and tear or damage?
| Usually normal wear and tear | Usually damage |
|---|---|
| Light scuffs and slightly faded paint | Large marks, holes, or walls painted without permission |
| Carpet worn along walkways | Stains, burns, rips or pet damage |
| A few small nail holes from pictures | Large anchor holes or broken drywall |
| Loose handles and hinges from normal use | Broken doors, frames, blinds or locks |
| Minor scratches on countertops | Burns, cuts and chips |
A general guide only. Leases and state laws differ.
Room-by-room move-out photo checklist
| Room | What to photograph |
|---|---|
| Entry and hallway | Front door inside and out, locks, walls, floor, light switches |
| Living room | Each wall, ceiling, floor or carpet, windows and screens, blinds, outlets |
| Kitchen | Inside the oven, stovetop, fridge and freezer, dishwasher, cabinets and drawers, countertops, sink, floor |
| Bedrooms | Each wall, carpet, inside the closet, windows, door |
| Bathrooms | Toilet, tub or shower, grout and caulk, vanity, mirror, exhaust fan, floor |
| Other | Smoke and CO alarms, thermostat, water heater, laundry area, keys and remotes laid out on the counter |
| Outside | Balcony or patio, parking space, garage, and the yard if it's your responsibility |
How to timestamp photos for move-out
You don't need a timestamp camera app. Your phone already stores the time each photo was taken inside the file. Roomproof reads it and prints it in the corner of every photo in the PDF, and the photo log at the end shows where each time came from. Take the photos on the day you hand back the keys, after cleaning, so the dates match your move-out.
- Clean first, then photograph. Photos of a clean, empty unit are the whole point.
- Shoot wide, then close. One photo of each wall or appliance, plus a close-up of anything marked or worn, with a coin or tape measure for scale.
- Rate and note as you go. Mark each item Good, Fair or Damaged and describe anything that isn't Good.
- Sign and send. Ask the landlord or agent to sign on your phone if they attend. Either way, email them the PDF the same day.
- Save the project file. Keep the
.roomprooffile and your original photos until the deposit is returned.
Compare with your move-in report
If you made a move-in inspection report with Roomproof, choose Start a follow-up from a saved project and open your move-in file. Every room and item carries over, your move-in photos appear on the Move-in side, and the PDF puts move-in and move-out photos side by side with both ratings. If you don't have one, keep whatever you received at move-in (the landlord's checklist, emails, old photos) together with this report.
FAQ
What should I photograph when moving out?
Every room from the doorway, each wall, floor and ceiling, inside every appliance and cupboard, bathroom fixtures, windows and blinds, smoke alarms, and the keys you return. Photograph clean, undamaged things too.
Can my landlord charge for normal wear and tear?
In most US states, no. A deposit can generally cover unpaid rent and damage beyond normal wear and tear, and in some states cleaning needed to return the unit to its move-in condition. Rules vary, so check your state's landlord-tenant law.
Should my landlord sign the move-out checklist?
It helps if they will, because a signature shows they saw the report. If they won't, email the PDF to them the same day so there's a dated record that they received it.
Do I need a special timestamp app?
No. Phone cameras record the time inside each photo file. Roomproof prints that time on every photo and lists its source in the photo log.
How long should I keep move-out photos?
At least until your deposit is returned and any dispute is closed; a year or more is sensible. Keep the .roomproof project file and the original photos.
Other photo report templates
Last updated · Written by the MiniTools team. Roomproof is a documentation tool. This page is general information, not legal advice.