A good tenant move-in and move-out process protects both you and your tenant.

Without clear documentation, it’s your word against theirs when it’s time to talk about cleaning, damage, or deposit deductions. With a solid checklist and photos, you can drastically reduce stress and disputes.

This guide gives San Diego and North County landlords a practical move-in/move-out checklist you can use on every tenancy, whether you self-manage or work with a property manager.

1. Why Move-In & Move-Out Documentation Matters

• Establishes baseline condition at move-in
• Makes it easier to see what’s normal wear and tear vs. actual damage
• Supports decisions about security deposit deductions
• Shows tenants you’re organized and fair

2. Pre-Move-In Prep Checklist

Before the walkthrough:

• All items handled (locks, railings, smoke/CO, etc.)
• Professional cleaning completed
• Appliances tested (stove, fridge, washer/dryer, AC/heat)
• Landscaping reasonably tidy
• Keys, remotes, gate codes ready
• Move-in inspection form printed or available digitally

3. What to Document at Move-In (Room-by-Room)

• Walk the home with the tenant, if possible.
• Use a standardized checklist + photos or short video.

Room by room:

• Exterior – paint, stucco, roof (visual), yard, fences, gates, driveway, garage door, exterior lights.
• Entry & hallways – walls, flooring, doors, locks.
• Living areas – walls, baseboards, flooring, windows, blinds, light fixtures.
• Kitchen – counters, cabinets, sink, faucet, disposal, stove/oven, fridge, dishwasher, microwave; note any dents/scratches.
• Bathrooms – tubs/showers, grout/caulking, toilets, sinks, mirrors, cabinets, fans.
• Bedrooms – walls, closets, doors, windows, blinds.
• Laundry area – washer/dryer condition, hookups, pan.
• Garage/storage – floor, doors, shelving, any existing items.

“Note existing scuffs or wear, not just the ‘perfect areas. The goal is to be fair and realistic, not to pretend the home is brand new if it isn’t.”

• Tenant acknowledges condition as documented (signature/date).

4. During the Tenancy: Light-touch Inspections

• Suggest periodic drive-by or interior inspections (as allowed with proper notice) to:
  • Catch maintenance issues early
  • Confirm smoke/CO detectors still installed
  • Check for obvious lease violations (e.g., unauthorized pets, smoking evidence)
• Give required advance notice before entering
• Be respectful and professional during visits
• Document any issues with notes/photos

5. Move-Out Checklist for Landlords

A few weeks before move-out:

• Send tenant move-out instructions:
  • Cleaning expectations (surfaces, appliances, bathrooms, floors)
  • Carpet cleaning requirement (if any)
  • Yard/landscaping expectations
  • Key/remote return instructions

At move-out:

• Use the same checklist as move-in, side-by-side.
• Document:
  • New damage vs. original condition
  • Missing items (remotes, garage openers, etc.)
  • Cleanliness level

“Using the same form at move-in and move-out makes comparisons much easier and helps you stay objective.”

6. Handling Security Deposits Fairly (High-Level)

• Compare move-in vs move-out condition
• Identify:
  • Normal wear and tear (expected and usually not deducted)
  • Damage beyond wear and tear that may justify deductions
• Collect invoices/estimates for any work you plan to use as a basis for deductions
• Provide an itemized statement and any required documentation within the legally required timeframe (varies by state and, sometimes, locality)

“If you’re ever unsure about how to handle deposits or deductions, it’s worth getting guidance from a professional who knows current rules.”

7. How Palomar Oaks Can Help

• The people who already have these systems baked in:
  • Standardized move-in/move-out forms
  • Photo documentation workflow
  • Clear communications with tenants about expectations
• Helpful especially for:
  • Out-of-area owners
  • First-time landlords
  • Busy professionals who don’t want to do walkthroughs themselves