Move-In & Move-Out Checklist: The Ultimate Rental Guide

Moving into a new home or leaving an old one is an exciting milestone, but it also comes with a long list of tasks. One of the most common friction points between landlords and tenants is the condition of the property during transition, which directly impacts the return of the security deposit.

In this guide, we break down exactly what you should check, inspect, and document when moving in and out of a rental property.

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Quick Comparison: Move-In vs. Move-Out Priorities

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Phase 1: The Move-In Checklist

When you first receive the keys, before carrying in your heavy boxes, take an hour to thoroughly inspect the property. Any damage you don’t document now could be charged to your security deposit when you leave.

1. Perform a Thorough Structural & Cosmetic Inspection

Walk through every room and check the following:

• Walls & Ceilings: Look for dampness, water leaks, peeling paint, cracks, or nail holes.
• Flooring: Check for chipped tiles, stained carpets, or scratched floorboards.
• Doors & Windows: Ensure all locks work smoothly, screens are intact, and windows open and close properly.

2. Test Utilities & Appliances

If the rental comes semi-furnished or fully furnished, verify that all appliances and systems function:

• Electrical Outlets & Switches: Plug in a phone charger to verify outlets are active. Ensure all light fixtures have functioning bulbs.
• Plumbing & Taps: Turn on all taps to check water pressure and look for leaks underneath sinks. Flush toilets to make sure they fill and drain properly.
• Air Conditioning & Geysers: Turn them on and let them run for 10 minutes to verify they heat/cool correctly.

3. Record Meter Readings

Take photos of the utility meters at the exact moment of handover:

• ⚡ Electricity Meter
• 💧 Water Meter (if individual)
• 🔥 Piped Gas Meter (if applicable)

Tip: Send these photos to your landlord immediately. This establishes a baseline so you are only billed for the utilities you actually consume.

4. Verify the Inventory List

If the landlord has provided an inventory checklist (common in furnished flats):

• Walk through the list item by item.
• Note the brand, model, and physical condition of every item (e.g., "Sony TV - scratched frame, working").
• Both you and the landlord should sign and date the final inventory sheet.

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Phase 2: The Move-Out Checklist

Your goal during move-out is to return the property in the same condition as you received it, minus normal wear and tear. This is your ticket to a full security deposit refund.

1. Give Proper Written Notice

Refer to your rental agreement to find your required notice period (usually 30 to 60 days).

• Always send your notice via written format (email or in-app message) rather than just a phone call.
• Ensure the landlord acknowledges receipt of the notice.

2. Repair Minor Damages (Do-It-Yourself Repairs)

Don't rely on the landlord to fix minor issues after you leave—they will likely hire professional contractors and deduct a premium from your deposit.

• Fill Nail Holes: Buy a small tub of wall putty to fill holes from wall art or hooks.
• Replace Bulbs: Replace any burnt-out light bulbs.
• Fix Loose Screws: Tighten cabinet hinges, door handles, and towel racks.

3. Schedule a Deep Clean

A dirty apartment is the number one excuse landlords use to withhold cleaning fees.

• Kitchen: Clean grease off the stovetop, chimney filters, and kitchen counters. Clean inside cabinets.
• Bathroom: Scrub wall tiles, toilet bowls, and mirrors to remove hard water stains and soap scum.
• Appliances: Defrost and wipe down the refrigerator (if included). Clean the microwave and washing machine filter.

4. Final Bill Settlement

Pay off all pending bills and secure payment receipts:

• Clear all electricity, gas, internet, and building maintenance bills.
• Request a final bill calculation up to your move-out date.
• Hand over these receipts to the landlord as proof of "No Dues."

5. Conduct a Joint Final Inspection

Walk through the empty apartment with your landlord.

• Bring your original move-in inspection report and photos to compare.
• Agree on any deductions on the spot and write them down.
• Sign a joint handover document stating the final agreed refund amount and refund date.

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Crucial Move-In/Out Mistakes to Avoid

❌ Common Pitfalls

• Inspecting in the dark: Never inspect a property in the evening or with poor lighting. Scratches, water leaks, and dust are easily missed.
• Relying on verbal agreements: If the landlord promises to paint the walls or repair an AC after you move in, get it in writing (via text, email, or an addendum to the agreement).
• Leaving without returning keys: Keeping the keys even a day past your lease end date can trigger extra rent charges.
• Forgetting to update address: Update your billing address on bank accounts, shopping apps, and mail services so you don't lose mail.

✅ Best Practices

• Take a continuous video tour: On both move-in and move-out days, take a single, uninterrupted video walk-through of the entire property, showing the condition of all walls, floors, and appliances.
• Maintain positive communication: Keeping a polite and professional relationship with your landlord makes deposit negotiations significantly easier.
• Use digital property management platforms: Platforms like Maakan store your digital rental agreement, utility bills, inventory lists, and condition photos in one secure place, making transitions seamless and dispute-free.

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Frequently Asked Questions (FAQ)

Q: What is considered "normal wear and tear" versus actual damage?

Normal wear and tear refers to the natural deterioration of the property over time due to daily use. Examples include slightly faded paint, minor scuff marks on floors, or worn-out door handles.
Actual damage is caused by negligence, abuse, or accidents. Examples include broken tiles, holes in walls, torn carpets, broken windows, or appliances broken due to misuse. Tenants are responsible for repairing actual damage, while landlords cover wear and tear.

Q: How long does a landlord have to return the security deposit?

In India, the timeline is typically specified in the rental agreement, usually ranging from 15 to 30 days after property handover and key return. Ensure this timeline is explicitly defined in your agreement.

Q: Can a landlord deduct money for painting the apartment?

Unless specified in the rental agreement, landlords cannot deduct painting costs from your deposit for normal fading of paint over time. However, if the walls are heavily stained, drawn on, or damaged, painting charges may be legally deducted. Always read the lease clause regarding painting.

Q: What should I do if my landlord refuses to return my deposit?

If you have documented the property’s condition with photos and have proof of final bill settlements:

1. Send a formal written demand letter outlining your arguments and photo evidence.
2. If unresolved, use mediation or dispute resolution services if renting through a platform like Maakan.
3. As a last resort, file a claim in consumer court or with the local rent control authority.

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Moving soon? Manage your entire rental journey digitally with Maakan. From automated inspections and inventory tracking to digital rent agreements and seamless utility settlements, we take the stress out of moving. Create a tenant profile today!