What is the move-out inspection form template?
The end of a tenancy is where most deposit disagreements start, usually because nobody wrote down what was actually found on the day. A move-out inspection (a check-out report) fixes that: the same rooms checked at move-in are checked again, each item compared with how it started, and any cleaning or damage recorded while both parties are there to see it.
This template rates every item As at move-in, Needs cleaning, Damaged or N/A, with a notes field for each room. It records keys, meter readings and whatever was left behind, then moves to the deposit: the amount held, proposed deductions, a breakdown, and what's to be returned. The tenant says whether they agree, dispute some deductions, or disagree with the report, and explains why if they don't agree.
Once both sides sign, FileIt files the report as a PDF — photos included — in the same vault folder as the move-in inspection, so the two can be compared directly.
- Best for
- Landlords, letting agents and property managers ending a tenancy
- Filled in by
- The landlord or agent with the tenant, at the property
- Time to complete
- About 15–20 minutes for an average flat or house
- Includes
- Room-by-room grids, photos, keys and meters, deposit deductions, two signatures
Who uses a move-out inspection form?
- A landlord checking a property after the tenant hands back the keys
- A letting agency using the same check-out format across every managed property
- A tenant who wants a signed record of the condition they left the property in
- A property manager documenting deductions before returning a deposit
- A house share recording the state of a room when one housemate leaves
- A landlord preparing evidence in case a deposit deduction is disputed
Questions on this move-out inspection form
40 questions over 4 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox, ratings.
1 Property & parties
- Property address*
- Inspection date*
- Tenancy end date
- Tenant's name*
- Tenant's email*
- Landlord / agent*
- Tenant's forwarding address
- Is there a signed move-in report to compare against?
2 Room by room
- Entrance & hallway* As at move-in · Needs cleaning · Damaged · N/A
- Entrance & hallway — notes asked only when it applies
- Living room* As at move-in · Needs cleaning · Damaged · N/A
- Living room — notes asked only when it applies
- Kitchen* As at move-in · Needs cleaning · Damaged · N/A
- Kitchen — notes asked only when it applies
- Bedrooms* As at move-in · Needs cleaning · Damaged · N/A
- Bedrooms — notes asked only when it applies
- Bathroom* As at move-in · Needs cleaning · Damaged · N/A
- Bathroom — notes asked only when it applies
- Other rooms or outdoor areas
3 Cleaning, keys & meters
- Overall cleanliness* Clean to move-in standard · Light cleaning needed · Full professional clean needed
- Were any belongings or rubbish left behind?
- What was left behind? asked only when it applies
- Keys / fobs returned
- All keys returned? Yes · No — some missing
- Which keys or fobs are missing? asked only when it applies
- Electricity meter reading
- Gas meter reading
- Water meter reading
- Photos
4 Deposit & sign-off
- Deposit held
- Proposed deductions No deductions · Cleaning · Damage repairs · Missing or broken items · Key or lock replacement · Rubbish or belongings removal · Unpaid rent or bills
- Total proposed deductions
- Amount to be returned to the tenant
- Breakdown of deductions
- Tenant's response* I agree with this report and the proposed deductions · I agree with the report but dispute some deductions · I disagree with parts of this report
- What do you disagree with, and why?* asked only when it applies
- Tenant*
- Tenant's signature*
- Landlord / agent*
- Landlord / agent's signature*
The move-out inspection form, page by page
1 Property & parties
Property address, Inspection date, Tenancy end date, Tenant's name and email, the Landlord / agent, the Tenant's forwarding address for deposit correspondence, and whether there's a signed move-in report to compare against.
2 Room by room
Entrance & hallway, Living room, Kitchen, Bedrooms and Bathroom each have a grid rated As at move-in, Needs cleaning, Damaged or N/A. Once a room is rated, a notes field appears for damage, missing items or cleaning needed. Other rooms or outdoor areas covers gardens, balconies and storage.
3 Cleaning, keys & meters
Overall cleanliness, whether belongings or rubbish were left (a yes asks what), Keys / fobs returned and whether all keys came back (a no asks which are missing), electricity, gas and water readings, and up to 10 photos.
4 Deposit & sign-off
Deposit held, Proposed deductions (cleaning, repairs, missing items, keys, rubbish, unpaid rent or bills), Total proposed deductions, Amount to be returned and a line-by-line breakdown. The tenant chooses their response; if it isn't full agreement, they must explain what they disagree with. Both parties confirm and sign, after a note that deposit rules depend on the tenancy agreement and local law.
Make the template yours
- Match the rooms to the move-in inspection you used, so the two reports line up item for item
- Change the currency on the deposit fields to your own
- Add rooms or rows for extra bathrooms, a garage or a garden
- File the report in the same property folder as the move-in inspection and lease
- Turn on the respondent's copy so the tenant gets the PDF straight away
- Replace the closing note with the deposit process your tenancy agreement sets out
Tips for a better move-out inspection form
- Have the move-in report open while you inspect — compare, don't rely on memory
- Allow for fair wear and tear; a worn carpet after several years isn't the same as damage
- Photograph every issue you list as a deduction, with something in shot for scale
- Record the tenant's disagreement in their own words rather than summarising it for them
- Take meter readings on the day and notify the utility companies promptly
Every response becomes a PDF in your vault
When both signatures are in, FileIt generates a PDF of the complete report — ratings, notes, photos, keys, meter readings, deductions and the tenant's response — and files it in your chosen folder. Both parties can receive a copy by email.
The report is then the reference point for settling the deposit. If the tenant disputed anything, the reasons are on the PDF; how disputes are resolved depends on your tenancy agreement and local deposit rules, which FileIt doesn't handle for you.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Move-out inspection form: frequently asked questions
Is this move-out inspection template free?
Yes. It's included in FileIt's Forms app on every plan, and every question can be edited.
Does it compare against the move-in report automatically?
No, but the rooms and rows match FileIt's move-in inspection template (with extra rows for furniture and other appliances), and both PDFs can sit in the same folder for side-by-side comparison.
Can the tenant disagree with deductions on the form?
Yes. The tenant chooses agree, dispute some deductions, or disagree with the report, and anything other than agreement requires an explanation.
Does this form decide what can be deducted from a deposit?
No. It records what's proposed and each side's position. What's allowed depends on the tenancy agreement and local rules.
Can both parties sign on one device?
Yes. The two signature fields are drawn one after the other on whichever device is used.
Can I attach photos?
Yes, up to 10 photos or PDFs on the Cleaning, keys & meters page.