General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- Normal wear and tear comes from ordinary living and cannot be deducted from a deposit.
- Damage comes from accident, neglect or misuse and can be deducted at a reasonable cost.
- The longer the tenancy, the more wear counts as normal.
- Charge only the remaining useful life of an item, not the full cost of a new one.
What this checklist is
Every deposit dispute comes down to one question: was this ordinary wear from living in the home, or damage the tenant caused? This checklist puts typical examples side by side for each part of the home and adds a worksheet for pricing a fair deduction. It does not replace the law in your state, but it gives you a consistent way to make the call and explain it.
When to use it
During the move-out inspection, while preparing the itemized deposit statement, and when answering a tenant who disputes a charge. It is also a useful handout at move-in, so tenants know what to expect.
How to use it
- Compare each item’s move-out condition with the move-in checklist and photos.
- Find the closest example in the tables and decide wear or damage.
- For damage, look up the item’s useful life and age.
- Work out the remaining life percent and apply it to the repair or replacement cost.
- Attach receipts or estimates and add the charge to the deposit statement.
Key ideas
- Ordinary living causes wear. Sun fades paint and foot traffic flattens carpet, no matter how careful the tenant is.
- Damage is a change a careful tenant would not cause. Holes, burns, broken fixtures and pet damage are typical examples.
- Age matters. A ten year old carpet has little value left even before a tenant moves in.
Common mistakes
- Charging a new item’s full price for an old item.
- Charging routine repainting after a long tenancy.
- No move-in record to show the condition changed.
- Inconsistent decisions between tenants.
Condition records in TenantLoop
A TenantLoop move-out inspection compares each item with its move-in record and shows what got worse, what is new and what was resolved, with photos and video on every item. That side by side view is the evidence this checklist asks you to weigh.
What is in the template
A side by side guide to what usually counts as normal wear and tear (not deductible) and what counts as tenant damage (deductible), with a worksheet for pricing each deduction by the item's remaining useful life.
- Walls and paint
- Floors and carpet
- Kitchen and bath
- Doors, windows and fixtures
- Cleaning and items left behind
- Deduction worksheet
Read the whole normal wear and tear vs. damage checklist template
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General template, not legal advice. Have an attorney in your state review before use.
Using this template. Have a local attorney check it.
Is repainting after a tenant normal wear and tear?
Usually, after a few years of normal living. Paint has a limited life. Charges are more defensible for damage, such as large holes, unapproved colors or smoke staining, and should be reduced for the paint's age.
Can I charge for carpet cleaning?
Some states allow it only when the carpet is dirtier than normal use would leave it, and some bar routine cleaning charges. Stains, burns and pet damage are usually chargeable.
How do I work out useful life?
Use a reasonable estimate for each item, such as a few years for paint, five to ten years for carpet and longer for cabinets or flooring. Keep the purchase date of major items so you can show their age.