Top 5 Move-Out Inspections Mistakes Landlords Make (And How to Avoid Them)

A young couple carrying moving boxes down the stairs during move-out day, representing common landlord move-out inspections mistakes.
Aaron Cooper, Founder and CEO of Resident Inspect

Aaron Cooper

Founder & Chief Executive Officer, Resident Inspect

📍 Jacksonville, FL

Aaron Cooper is a seasoned property technology entrepreneur and inspection industry expert. As the Founder and CEO of Resident Inspect, he leads the development of intelligent inspection platforms that empower landlords, property managers, and investors to streamline digital inspections and ensure compliance.

🌐 residentinspect.com
✉️ aaron@residentinspect.com

A move-out inspection is crucial for protecting your rental investment and managing security deposit disputes. Unfortunately, many landlords make avoidable mistakes that can cost them time and money. Below are the five most common move-out inspections mistakes, and how to prevent them.

Table of Contents

  1. 1. Promising the Full Deposit Before Inspection
  2. 2. Conducting the Inspection With the Tenant Present
  3. 3. Insufficient Documentation
  4. 4. Overlooking Hidden or Less Visible Damage
  5. 5. Failing to Separate Wear & Tear From Damage
  6. Best Practices Checklist
  7. Frequently Asked Questions
  8. About the Author

Top 5 Landlord Move-Out Inspections Mistakes


Move-out inspections are more than just a formality — they’re your final opportunity to protect your investment and ensure a fair outcome for both you and your tenants. Yet, even experienced landlords can make small oversights that lead to costly disputes or missed damage. By understanding the most common inspection mistakes and following a consistent process, you can save time, reduce conflict, and preserve your property’s value.

1. Promising the Full Deposit Before the Inspection

Never guarantee a full deposit refund before inspecting. This creates false expectations and limits your ability to deduct for legitimate repairs. Always state that the refund depends on the property’s final condition and allowable deductions under your lease and local law.

2. Conducting the Inspection With the Tenant Present

While transparency is important, performing the inspection with the tenant present can cause tension and incomplete evaluations. It’s best to inspect after the tenant vacates, ensuring privacy and focus. If they attend, clarify that documentation and photography are standard parts of your process.

3. Insufficient Documentation (Photos, Videos, Details)

Without proper documentation, you risk deposit disputes. Use high-resolution photos or videos, take multiple angles, include timestamps, and note specific details like “3-inch crack in baseboard” rather than vague entries like “wall damage.” Compare findings to your move-in checklist.

4. Overlooking Hidden or Less Visible Damage

  • Check under sinks and around plumbing for leaks.
  • Inspect behind furniture and curtains for scratches or stains.
  • Look for mold, mildew, and pet-related damage.
  • Test HVAC vents, drains, and window screens.

Hidden issues are easy to miss and expensive to repair later — thoroughness pays off.

5. Failing to Separate Normal Wear & Tear From Chargeable Damage

Landlords must distinguish between normal aging and tenant-caused damage. Minor carpet fading or small scuffs are wear and tear; broken fixtures or holes are damage. Review your state’s definitions, document everything, and stay consistent to avoid disputes or legal issues.

Move-Out Inspection Best Practices Checklist infographic in Resident Inspect colors with five key landlord tips and a call-to-action. Helps landlords avoid common move-out inspections mistakes.

Best Practices Checklist: Avoiding Move-Out Inspections Mistakes

  • Don’t promise a refund before inspection.
  • Conduct inspection privately or independently.
  • Use dated photos/video and a standardized checklist.
  • Check hidden areas for damage or leaks.
  • Differentiate wear & tear from damage based on law.

Let Resident Inspect Assist in Avoiding These Common Move-Out Inspections Mistakes


Avoiding these common move-out inspections mistakes can make all the difference in how smoothly your turnovers go. With Resident Inspect, you can streamline every step — from photo documentation to digital reporting — all in one easy-to-use platform. Whether managing one home or hundreds, our virtual inspection technology helps you stay compliant, consistent, and confident.

Simplify Every Property Inspection with Resident Inspect

Save time, reduce costs, and improve accuracy with virtual rental inspections built for property managers, landlords, and investors.

Frequently Asked Questions (FAQs)

When should landlords perform a move-out inspection?

Ideally within 24–48 hours after the tenant has vacated, ensuring full access and accurate assessment without interference.

Can tenants attend the move-out inspection?

Yes, but it’s optional. If present, landlords should still take independent notes and photos to maintain objectivity.

How much time should landlords allocate for a move-out inspection?

A standard single-family property usually takes 45 minutes to 1 hour for a thorough inspection and documentation.

What should be included in a move-out inspection report?

Include room-by-room notes, photos, video links, damage descriptions, repair estimates, and comparisons to move-in conditions.

About The Author

Aaron Cooper

A native Floridian, Aaron Cooper grew up in Cocoa Beach, FL, and moved to Jacksonville in 1998 to attend the University of North Florida. There, he earned a degree in Health Science, followed by a Master’s in Business Administration. At just 23 years old, Aaron purchased his first rental home, igniting his passion for real estate.

After a decade in health administration, including his role as Director of Wound Care and Hyperbaric Medicine, Aaron decided to turn his real estate hobby into a full-time career. In 2013, he founded Innovative Property Solutions (IPS) to manage his growing rental portfolio and assist other landlords with their properties. Over the next 10 years, IPS grew into a thriving business, signing over 2,200 leases and completing more than 6,000 property inspections while managing 375 properties. In 2023, Aaron sold IPS, signaling the start of a new chapter.

With the sale of IPS, Aaron shifted his focus back to what first drew him to the industry: creating value through personalized property management and innovative solutions. He established River City Rentals and Realty, a boutique-style management company, while also turning his attention to a new venture.

In 2024, Aaron launched Resident Inspect, a service built on years of refining processes and procedures in property management. Resident Inspect addresses the inefficiencies of traditional property inspections with a fresh approach grounded in technology and experience.

When he’s not working, Aaron cherishes time with his wife, Sarah, and their two children, Caroline and Andrew. An outdoor enthusiast, Aaron and his family love traveling, boating, fishing, and spending time at the beach, making the most of Florida’s natural beauty.

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