How do I turn a move-out inspection into a scope of work and a budget for the turn?
Walk the unit room by room with a photo for every item, sort each finding into three buckets (tenant damage, normal wear, and what was already on the move-in report), then give every item an owner, a price and an order. The result is a one-page scope you can send to a vendor, and a separate list of deposit deductions you can defend. Keeping those two lists apart is what stops the turn from stalling.
Walk the unit the same way every time
Pick a fixed route, for example front door, living room, kitchen, hall, bathroom, bedrooms, then closets, then outside. A fixed route keeps you from skipping the room you always forget. Open every cabinet, run every faucet and appliance, flip every switch, and look up at the ceilings.
Take a wide photo of each room and a close photo of every problem, with a coin or tape measure for scale if size matters. Keep the move-in report open beside you. Whatever is on both reports is not new.
Sort every finding into three buckets
| Bucket | Example | Who pays |
|---|---|---|
| Tenant damage | Hole in a door, burn on the counter, broken blind | Often deducted from the deposit, within your state rules |
| Normal wear and tear | Faded paint, minor carpet wear, small nail holes | The owner, as part of the turn |
| Already there | A chipped tub noted at move-in | The owner |
The line between damage and wear is set by state law and by facts, so see normal wear and tear versus damage. Decide the bucket first and the dollar amount second. This is general information, not legal advice.
Write the scope as a vendor would read it
For each item write the room, what is wrong, what you want done and a size. Group items by trade so one vendor can quote them together.
- Paint: rooms and wall areas, ceilings yes or no, trim and doors yes or no, number of coats.
- Flooring: clean, repair or replace; square feet; which rooms.
- Plumbing: leaks, slow drains, running toilets, worn faucets.
- Electrical and fixtures: dead outlets, missing covers, broken fixtures.
- Appliances: works, repair, or replace.
- Cleaning: full clean including inside of appliances and cabinets.
Number the items so a vendor can quote item by item and you can approve some and hold others.
Price and order it
Get a quote for each trade, or a not-to-exceed price. Then order the work so trades do not undo each other (in general, messy trades such as repairs and paint come before flooring, and the final clean comes last). Mark which items block re-listing and which can wait until after move-in.
Example a made-up two-bedroom move-out finds nine items: a $60 door repair (tenant damage), $420 for paint (wear, whole unit), $180 for a replacement blind (tenant damage), $95 for a faucet (already noted at move-in), $350 for carpet cleaning (wear), $60 for a smoke alarm battery set and two alarms, $140 for a stuck window, $75 for caulk in the tub and $250 for the final clean. The scope totals $1,630, of which $240 is tenant damage that goes on the deposit statement and $1,390 is owner cost.
Check the example: $60 plus $420 plus $180 plus $95 plus $350 plus $60 plus $140 plus $75 plus $250 is $1,630. The $60 door repair and $180 blind are the $240 of tenant damage, and $1,630 minus $240 is $1,390.
Keep the records for your books
Most turn items are repairs and maintenance, but replacing a major component can be an improvement that you capitalize. IRS Publication 527 tells owners to separate the costs of repairs and improvements and keep accurate records, because you need the cost of improvements when you sell or depreciate. Keep the inspection photos with the invoices.
How DoorKeeping handles it
Ask your Claude or ChatGPT, connected to DoorKeeping, to open a work order, send the vendor a job link and read the bill when it arrives. Attach the inspection photos to the unit's documents, so the deposit statement, the scope and the invoices all point to the same evidence. Anything that involves money or a legal step waits for your one-tap approval, and DoorKeeping costs $2 per unit per month with every feature included.
Sources
- IRS Publication 527, Residential Rental Property, read Oct 30, 2026
Questions
- How soon after move-out should I inspect?
- As soon as the tenant returns the keys and the unit is empty, ideally the same day, so photos reflect the true condition and the turn can start.
- Should the tenant be present?
- Some states require or allow a pre-move-out inspection where the tenant is invited. Check your state's rule and your lease.
- Do I need a written scope for a small turn?
- A short numbered list is enough. A written list prevents miscommunication and lets you compare quotes.