Move-out & Fixture Checklist

Move-Out & Fixture Checklist — Quick Definition

A Move-Out & Fixture Checklist in real estate is a written form used by landlords, property managers and tenants to document the condition of a rental property at the end of a lease. It covers the move-out process and the condition of fixtures—permanently attached items like appliances, lighting, plumbing and built‑in furniture—so both parties can agree on required cleaning, repairs and the return of the security deposit.

Why it matters

The checklist protects both sides: tenants get clarity about what they must fix or clean, and landlords get a documented record to justify any legitimate deductions from the deposit. Completed at move-out (and ideally compared to a move-in checklist), it reduces disputes, speeds turnover and creates evidence if legal action is needed.

Key components

1. Property information — address, unit number, lease start/end dates.
2. Tenant and landlord info — names, contact and forwarding address for deposit returns.
3. Move-out timeline — scheduled move-out date and inspection time.
4. Cleaning checklist — floors, walls, windows, appliances, kitchen, bathrooms and common areas.
5. Fixture inspection — condition of oven, dishwasher, HVAC, light fixtures, faucets, built‑ins and smoke detectors.
6. Repairs & damage — items beyond normal wear and tear (holes, broken fixtures, stains, malfunctioning appliances).
7. Personal items removal — confirmation all belongings are removed.
8. Keys & access devices — return of keys, garage remotes and access cards.
9. Signatures — tenant and landlord/property manager sign to acknowledge findings.

Real-world examples

Residential rentals

Example: An apartment tenant must clean appliances and replace burnt-out bulbs. During inspection the landlord notes a cracked oven door and a leaking faucet; those repairs are chargeable, while minor scuff marks are treated as normal wear and tear.

Corporate housing

Example: A relocating employee’s housing uses a checklist that includes smoke detector checks and appliance cleaning to avoid corporate fines and to ensure the unit is ready for the next assignee.

Student housing

Example: Dorm move-out lists focus on clearing personal items, cleaning communal bathrooms and checking showerheads and sinks. Students who follow the checklist are more likely to receive full deposits back.

Vacation rentals

Example: A short-term rental manager uses the checklist to confirm kitchens are cleaned, fixtures aren’t missing or damaged and trash is removed so the property remains guest-ready.

Benefits

• Clarity: Clear expectations for cleaning and repairs.
• Dispute prevention: Written evidence reduces security deposit conflicts.
• Efficiency: Streamlines inspections and turnover.
• Documentation: A record that can support claims or defenses in disputes.

Practical tips

For tenants

• Review the checklist before move-out and follow each item—clean appliances, defrost fridges, replace burnt bulbs and remove trash.
• Take timestamped photos or video of the cleaned unit and fixtures as proof.
• Keep a signed copy of the completed checklist and any receipts for repairs or professional cleaning.

For landlords & property managers

• Provide a clear, itemized checklist at least 30 days before lease end and during move-in so there’s a baseline for comparison.
• Conduct the inspection with the tenant present when possible and note any differences from the move-in checklist.
• Document damages with photos, dates and estimated repair costs; separate normal wear and tear from chargeable damage.

How to use it effectively

Compare move-in and move-out checklists line-by-line. Use simple rating categories (e.g., Good, Needs Cleaning, Damaged) for each item and attach photos. Make expectations specific—“clean oven interior” or “remove all nails and fill holes”—to avoid ambiguity. Keep copies in the tenant file and share a signed copy with the tenant at inspection.

Conclusion

A Move-Out & Fixture Checklist is a core tool in property management that clarifies responsibilities, documents condition, and prevents disputes over security deposits and repairs. Whether you’re a tenant trying to get a full deposit back or a landlord aiming for fast, fair turnovers, a detailed checklist protects both parties and makes move-outs straightforward.