Quick answer
A move-out inspection is a room-by-room walk of the apartment once the tenant leaves, with photos and written notes on condition. Bring a phone or camera, a flashlight, an outlet tester, and this checklist. Photograph each room wide, then close up, in the same order and angles as the move-in photos. Describe what you see objectively, then turn the findings into a written turnover scope. New York law sets the security deposit rules, so keep your notes factual.
On this page
- When should you do the move-out inspection?
- What to bring
- How to photograph the unit
- Entry and doors
- Living areas and bedrooms
- Kitchen
- Appliances
- Bathroom
- Windows
- Floors
- Closets
- Systems and safety devices
- Wear vs. damage: how to note it
- What does New York law say about the deposit statement timing?
- Turn findings into a turnover scope
This checklist is general information for NYC landlords, not legal advice. Security deposit rules are set by New York law and can change; confirm your obligations with your attorney or managing agent before making deposit decisions.
A good move-out inspection does two jobs. It documents the condition the unit was left in, and it becomes the starting point for the turnover scope: what needs cleaning, paint, repairs, debris removal, and a lock change before the next tenant.
Empire Turnover is a New York City property turnover company that helps landlords and property managers prepare apartments and commercial spaces between tenants. We are not a law firm, so this checklist focuses on observing and recording condition, not on deposit decisions.
When should you do the move-out inspection?
Do the main inspection as soon as the unit is vacant and keys are returned, before any vendor starts work. In New York, landlords also have a pre-move-out inspection obligation when a tenant requests one, covered below.
Inspecting before work begins matters: once debris is hauled and walls are patched, the record of what the tenant left is gone. Schedule it in daylight if you can, since natural light shows wall damage and floor wear that overhead lights hide.
The pre-move-out inspection under New York law
Under New York General Obligations Law section 7-108 (opens in a new tab), after either side gives notice that the tenancy is ending, the landlord must notify the tenant in writing of the right to request an inspection before vacating. If the tenant requests it, the law says it happens no earlier than two weeks and no later than one week before the end of the tenancy, with 48 hours written notice. Afterward the landlord provides an itemized statement of repairs or cleaning that could be deducted, and the tenant has the chance to cure those conditions before the tenancy ends. The statute notes exceptions, such as when the tenant gives less than two weeks notice.
What to bring
How to photograph the unit
Step 1: Start at the entry and keep one order
Move clockwise through each room in the same sequence every time, so photos line up with the written notes and with the next inspection.
Step 2: Take a wide shot of each room first
Stand in a doorway or corner and capture as much of the room as possible, including floor and ceiling.
Step 3: Then take close-ups
Photograph each item you note: a hole, a stain, a broken hinge. Include something for scale, like a hand or a tape measure.
Step 4: Match the move-in angles
If move-in photos exist, repeat the same angles so before and after are easy to compare.
Step 5: Keep timestamps and label the folder
Leave timestamps on and save photos in a folder named with the address, unit, and date.
Entry and doors
Living areas and bedrooms
Kitchen
Appliances
Bathroom
Windows
Floors
Closets
Systems and safety devices
Wear vs. damage: how to note it
Your job during the inspection is to describe what you see, not to decide who pays for it. Whether something counts as ordinary wear and tear or damage for deposit purposes is a legal question. New York General Obligations Law section 7-108 (opens in a new tab) says a landlord may not keep any part of the deposit for ordinary wear and tear of occupancy. Write neutral, specific notes and leave classification to the owner and their counsel.
| Area | Note as | Example |
|---|---|---|
| Walls | Size, count, location | 6 small nail holes, living room east wall; one 2 inch hole behind bedroom door |
| Paint | Condition and extent | Scuffs along hallway at hand height; paint color changed in bedroom |
| Floors | Type, size, location | Surface scratches near entry; dark stain about 8 inches wide by bedroom window |
| Kitchen | Item and condition | Burn mark on counter left of stove; one cabinet hinge broken |
| Bathroom | Item and condition | Caulk discolored around tub; one cracked wall tile above faucet |
| Fixtures | Missing, broken, or working | Bedroom outlet cover cracked; closet light not working |
| Debris | What and where | Mattress and 4 boxes left in bedroom closet |
What does New York law say about the deposit statement timing?
Under General Obligations Law section 7-108, within fourteen days after the tenant vacates, the landlord must provide an itemized statement indicating the basis for any amount of the deposit retained, and return any remaining balance.
The statute also says that a landlord who fails to provide the statement and deposit within fourteen days forfeits any right to keep any portion of the deposit. That is a strong reason to inspect and photograph right after move-out, not weeks later. For anything beyond these timing points, read the statute text on the New York State Senate site (opens in a new tab) and confirm with your attorney.
Turn findings into a turnover scope
Once the inspection is done, the same notes become your work list. Group them by trade and sequence: debris first, then repairs, patching, paint, and cleaning last. Our apartment turnover checklist for NYC landlords follows that order and is designed to pick up where this inspection leaves off.
- Remove: items and debris left behind
- Repair: hardware, cover plates, sticking doors and drawers, failed caulk
- Patch and paint: holes, cracks, scuffs, color changes
- Clean: kitchen, appliances, bath, floors, windows, closets
- Secure: change or rekey locks
- Refer out: electrical faults, plumbing leaks, gas, pests, mold, floor refinishing
Send the scope and your photos to one vendor and you can get a single written quote. Our apartment make-ready services handle the basic repair and prep items, and our apartment turnover services cover the full sequence with before-and-after photos. If you are unsure how long it will take, see how long it takes to turn over an apartment in NYC.
Sources
- New York General Obligations Law section 7-108 (New York State Senate) (opens in a new tab)https://www.nysenate.gov/legislation/laws/GOB/7-108
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Written by Empire Turnover
Empire Turnover is a New York City property turnover company that helps landlords and property managers prepare apartments and commercial spaces between tenants. We serve Manhattan and Brooklyn. How we write and update these guides