Checklist / template
Outgoing (move-out) inspection checklist
An outgoing (move-out) inspection records the condition of a rented property when a tenant vacates, measured directly against the incoming inspection done at the start of the lease. It is the evidence base that determines what comes out of the deposit and what is treated as fair wear and tear, so it must be photographed, dated and signed. This template is for the agent or landlord walking the unit at handover.
For South African managing agents, rental agents and landlords running the end-of-lease deposit and handover process.
Before you walk the property
- Pull the original incoming inspection report and its photos so you can compare room by room.
- Confirm the lease end date, the agreed move-out date and whether the tenant gave proper notice.
- Schedule the inspection with the tenant present where possible, as contemplated by the Rental Housing Act for joint inspections.
- Take the same handset, charger and torch you will need for meter and geyser checks.
- Print or load a blank outgoing report with the same room order as the incoming record.
- Confirm the deposit amount held and where it has been kept, so any deduction maths starts from the right figure.
- Note whether keys, remotes, tags and access cards issued at move-in are all expected back today.
Condition vs the incoming baseline, room by room
- Work through each room in the same sequence as the incoming inspection, not freestyle.
- Compare each surface, fitting and finish against the incoming photo and note, marking it same, better or worse.
- Photograph every area of difference with a clear, dated, well-lit image, including a wide shot and a close-up.
- Record specific damage in plain language with location, e.g. burn mark on kitchen counter left of hob.
- Check walls, ceilings and cornices for cracks, holes, stains and unapproved paint colours.
- Inspect floors, skirtings, tiles and grouting for chips, scratches, lifting and water damage.
- Test built-in appliances, taps, toilets, geysers, plugs and light fittings and note any that fail.
- Open and close every window, door, cupboard and gate to confirm catches, handles and seals work.
Fair wear and tear vs damage
- Treat deterioration from ordinary, reasonable use over the lease term as fair wear and tear, not a deduction.
- Classify faded paint, minor scuffing, worn carpet traffic paths and loosened hinges as wear, not damage.
- Classify holes, large stains, breakages, missing items, unapproved alterations and pet or smoke damage as tenant damage.
- Weigh the length of tenancy: more wear is reasonable after several years than after a few months.
- Apply betterment thinking, so the tenant is not charged to make an old or already-worn item brand new.
- Where an item is genuinely ambiguous, photograph it and note both views rather than recording a conclusion you cannot support.
- Cross-check any claimed damage against the incoming report to confirm it was not pre-existing at move-in.
Meters, services and keys
- Read and photograph the electricity meter or prepaid balance and record the date and time.
- Read and photograph the water meter where the unit is separately metered.
- Note the gas bottle level or any sub-metered service the tenant is responsible for.
- Confirm whether municipal or utility accounts in the tenant's name need a final reading or transfer.
- Count keys, remotes, biometric tags and access cards against what was issued and list any missing.
- Test the alarm, gate motor, intercom and any access device, and note unpaired or non-working units.
- Record outstanding levy, utility or rental balances that the lease allows to be set off against the deposit.
Cleaning, garden and outdoor areas
- Inspect the kitchen, oven, extractor, cupboards and appliances for cleaning to the lease standard.
- Check bathrooms for mould, limescale, blocked drains and silicone condition.
- Inspect the garden, lawn, pool and irrigation against the move-in condition where the tenant maintained them.
- Check the garage, store room, balcony and any allocated parking bay or storage for left-behind items and damage.
- Note rubbish, abandoned furniture or belongings the tenant must remove before final handover.
- For a sectional title or estate unit, check that common-property rules on plants, fixtures and exterior changes were respected.
- Record whether professional cleaning, fumigation or carpet cleaning the lease requires has actually been done.
Building the deduction basis
- List each proposed deduction against a specific damage item, its incoming-vs-outgoing photos and the lease clause that allows it.
- Base each amount on a real quote, invoice or reasonable repair estimate, not a round guess.
- Exclude anything you classified as fair wear and tear from the deduction list.
- Apply the deposit and interest rules under the Rental Housing Act and refund the balance within the period the lease and Act require.
- Send the tenant an itemised statement showing the deposit, interest, each deduction and the net amount.
- Keep the signed reports, photos and quotes together as one evidence pack in case the tenant disputes the deductions.
- Where you cannot agree, point the tenant to the Rental Housing Tribunal rather than withholding the deposit indefinitely.
- Apply POPIA-conscious handling to the tenant's records, sharing them only with those who need them for the deposit decision.
A practical operational checklist, not legal, financial or tax advice — adapt it to your scheme/agency and seek professional advice where needed.