How to Document Issues Before Moving Out
1. Why documentation matters
Under RLTO Section 5-12-080, a landlord can only deduct from your deposit for unpaid rent or tenant-caused damage beyond normal wear and tear, and any deduction has to come with an itemized statement backed by receipts. In a dispute, the tenant with dated photos, a written condition record, and a paper trail of communication has a dramatically stronger position than one relying on memory. This works both ways: good documentation protects tenants who did nothing wrong, and clarifies genuine damage disputes faster for everyone.
2. What to do before you hand back keys
- Photograph every room — wide shots of the whole room plus close-ups of floors, walls, appliances, fixtures, and any existing damage or wear.
- Get a timestamp in frame or use a phone camera with location/date stamping enabled, so the date isn't just metadata that can be questioned.
- Record a short walkthrough video narrating the date and describing each room as you go.
- Compare to your move-in documentation if you have it — this is the clearest way to show what changed and what didn't.
- Fill out a written condition report room by room (use the tool below) and keep a copy for yourself.
- Note the date you returned keys in writing — this is what starts the 45-day deposit return clock.
3. Free tool: Move-Out Condition Report Generator
No signup. Runs in your browser. Add a room, note its condition, and repeat for every room in the unit. Download the finished report to keep alongside your photos.
4. Requesting a pre-move-out walkthrough
Asking your landlord for a walkthrough before your final move-out gives you a preview of what they might flag, so you can address small things or document a disagreement in advance — before your deposit is on the line. Put the request in writing (email is fine) when you send your move-out notice, and keep a copy.
5. Timeline checklist
| When | Do this |
|---|---|
| 2–4 weeks before move-out | Send written move-out notice; request a walkthrough |
| Final week | Address anything from the walkthrough you're responsible for |
| Move-out day | Photograph and video every room; complete the condition report; note the date keys are returned |
| Within 30 days after | Watch for the landlord's itemized statement, if any deductions are claimed |
| Within 45 days after | Deposit and interest are due back in full, or with the itemized statement |
6. Related articles
7. FAQ
What should I photograph before moving out?
Every room — wide shots and close-ups, including floors, walls, appliances, and any pre-existing damage — with a visible date, plus a narrated walkthrough video.
Can I request a pre-move-out inspection?
Yes. Ask in writing, ideally alongside your move-out notice, so you know what your landlord may flag before it affects your deposit.
How does this help if my deposit is wrongly withheld?
Landlords must back up deductions with an itemized statement and receipts. Your own dated photos and condition report let you directly contest deductions for damage that wasn't there or that's normal wear and tear.