How to do a move-out inspection with photos
A move-out inspection compares the unit with its move-in condition, room by room, with dated photos of anything that differs. Walk it after the tenant has returned the keys and removed their things, shoot every room the same way, and write what you see in neutral words. That record is what supports any deposit deduction later.
When to walk the unit
Do the walk as soon as the unit is empty and you have the keys. Waiting a week lets new damage, dust and doubt creep in. If your state lets the tenant ask to be present or to have a pre-move-out walk, offer a time; ask your state's rules before skipping it.
Bring the move-in condition report, a phone or camera with the date stamp on, and a flashlight. Open every closet, cabinet and appliance.
What to photograph
Take the same set of photos in every unit so nothing is forgotten and the pictures can be compared quickly. A reliable set:
- One wide photo from the doorway of every room, with the lights on.
- Each wall and the ceiling, if anything is marked, stained or damaged.
- Floors in each room, including a close-up of any burn, gouge or stain.
- The inside of the oven, refrigerator, dishwasher and microwave.
- Kitchen and bathroom fixtures, cabinets, tub and toilet.
- Windows, blinds and screens, and every door and its lock.
- Anything the tenant left behind, before you move it.
Take a close-up of each problem and a wider shot that shows where it is in the room. A single close-up of a stain does not show whether it is on a bedroom floor or a hallway.
How to write what you see
Describe the condition and where it is: "Two cigarette-sized burn marks on kitchen vinyl near the sink", not "tenant trashed the kitchen". Note whether the same spot appeared on the move-in report. Separate three things: normal wear, damage beyond wear, and cleaning the unit needs.
Some states bar deductions for ordinary wear, and some limit deductions for fixtures or appliances whose condition was not recorded at move-in. Washington's RCW 59.18.280 is one example: it says no part of a deposit may be withheld for wear from ordinary use, and for fixtures and appliances only if their condition was documented in the written checklist required at move-in.
| Finding | Move-in report | Likely category |
|---|---|---|
| Faded paint near window | Not noted | Usually wear over time |
| Hole in drywall from a door handle | Wall clean | Damage beyond wear |
| Oven with burnt-on food | Oven clean | Cleaning |
| Carpet worn along the hallway | Carpet worn | Existing condition |
The category column is a common starting point, not a rule. Your state and your lease decide what counts.
After the walk
- Save the photos with the date and unit in the file name, or in the unit's record.
- Get repair or cleaning quotes for each damage item you plan to charge for.
- Compare each item with the move-in report and drop any you cannot support.
- Send the tenant the itemized statement and refund inside your state's deadline.
Give the tenant a fair chance to see it
A tenant who sees the same photos you see is less likely to dispute them. Send the move-out report and photos along with the deposit statement, in the same email. Say plainly that these are the conditions you found on the move-out date, and invite the tenant to reply with questions.
If you disagree with a tenant about whether something is wear or damage, look at the move-in photo first. If the move-in photo shows the same mark, drop the charge. A small amount you give up is cheaper than a dispute you lose.
How DoorKeeping handles it
The move-in report and the move-out photos for each unit are filed under the property, so the two sit side by side when you need them. You can ask Claude or ChatGPT to list the open move-outs, line up each damage item against the move-in notes, and draft the deduction list for your review.
Repair quotes come through work orders, so the invoice behind each charge is attached to the unit. Nothing is sent to the tenant until you approve it, and the deposit is tracked in the property's own books as money held for the tenant.
Sources
- RCW 59.18.280, Tenant deposits, Washington Legislature, read Oct 30, 2026
- RCW 59.18.260, Written checklist at move-in, Washington Legislature, read Oct 30, 2026
Questions
- Do I need photos for a move-out inspection?
- No law in most states says you must take photos, but dated photos are the strongest record of a unit's condition if a deposit deduction is disputed.
- Does the tenant have to be at the move-out inspection?
- Rules vary by state. Some states let the tenant ask for a walk-through before they leave. Check your state, and offer a time in writing either way.
- What if I forgot the move-in report?
- Without a move-in record, it is hard to show that a problem is new. Some states, such as Washington, bar deductions for fixtures whose condition was not recorded at move-in.