Check-out inspection of a let property — free template in PDF and Word
Download the check-out inspection template free in PDF and Word: compare with the check-in, record damage and prepare the return of the deposit in minutes.
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Free template
The check-out inspection of a lease is the record, made at the end of the contract, of the condition in which the tenant gives the property back to the landlord — and it is the basis for deciding what can, or cannot, be deducted from the security deposit. Without this record, the law presumes the property was delivered in good condition, but that does not relieve the landlord of proving the specific damage on exit: without photographs and a room-by-room record, any deduction from the deposit is hard to sustain against the tenant. Download the template free in PDF and Word, ready to fill in and compare with the check-in inspection record, or generate the inspection already filled in — with photos and digital signature by both parties — in the Aluseg app.
- Direct comparison with the check-in inspection record
- Table by room: condition on exit, damage and notes
- Dedicated section for damage and repair estimates
- Checklist of keys, cards and meter readings
- Signature space for both parties, with date and place
What the check-out inspection is and when to do it
The check-out inspection is the record of the condition of the property at the moment the tenant returns the keys, at the end or termination of the lease. It should be done with both parties present, room by room, and compared with the check-in inspection record — without that comparison, it is much harder to show what changed during the tenancy and who is responsible for each item of damage.
Normal wear or damage? Practical examples
- Normal wear (not compensable): slight yellowing of paint, small scratches on the floor from everyday use, hinges or locks worn by use, curtains or blinds faded by the sun.
- Damage attributable to the tenant: unrepaired holes in the wall, appliances broken through misuse, damp stains caused by lack of ventilation, furniture or flooring scratched through negligence, works done without written authorisation.
- The law excepts deterioration inherent in prudent use of the property — that is the line between normal wear and attributable damage.
What to do if there is damage
Found damage that goes beyond normal wear? Follow this order:
- Photograph each item of damage, dated, and attach it to the check-out inspection record.
- Ask for at least two repair quotes or invoices from third-party companies — do not use your own estimates.
- Separate normal wear, which is not compensable, from damage and from lawful deterioration that the tenant did not repair before handover.
- Prepare a written statement of account with each deduction justified and the supporting documents, within the legal limit of the deposit.
- Give the statement of account to the tenant before returning the remainder of the deposit.
How to fill in the check-out inspection record step by step
- Identify the property, the contract and the parties present at the inspection.
- Go through the property room by room, comparing with the check-in inspection record.
- Record the condition, the damage found and the notes for each room.
- Note the final meter readings and confirm the return of the keys.
- Fill in the section on damage and compensation, if applicable.
- Both parties sign, with date and place.
Legal basis and deadlines
The tenant's duty to maintain and return the property in the condition in which it was received, apart from deterioration inherent in prudent use, comes from art. 1043(1) of the Civil Code. Without a check-in inspection record, the property is presumed to have been delivered in good state of repair (art. 1043(2)) — a presumption that helps the landlord at the starting point, but does not relieve them of proving the specific damage and its value on exit.
Minor lawful deterioration must be repaired by the tenant before the property is returned, unless otherwise stipulated (art. 1073(2) of the Civil Code), and the deposit is limited to the equivalent of two months' rent (art. 1076(2) of the Civil Code). As for deadlines: the end of the contract makes vacating the premises and handing them over immediately due, with the repairs that fall to the tenant (art. 1081(1) of the Civil Code); for the return of the deposit, however, the law sets no general deadline — what is written in the contract or in the deposit declaration applies.
Mistakes to avoid
- Not doing a check-in inspection — comparison with the exit becomes impossible and the argument about damage turns into an expert-evidence matter, and an expensive one.
- Withholding the deposit without itemising the deductions in writing, with the supporting documents.
- Confusing normal wear with attributable damage — the law reads the wear exception generously.
- Using your own estimates instead of quotes from third-party companies.
- Authorising works verbally: authorisation for the tenant's works should always be in writing.
- Leaving the inspection until after the tenant has left, without their presence.
Frequently asked questions
Is a check-out inspection required by law?
There is no rule requiring a check-out inspection record, but it is the strongest evidence of the condition of the property at the end of the contract. Without it — and without the check-in record — any argument about damage and the deposit becomes much harder to resolve.
What damage can be deducted from the deposit?
Only damage that goes beyond the normal wear of prudent use of the property, properly proven with photographs and repair quotes or invoices. The deduction is always limited to the amount of the deposit, which the law caps at two months' rent (article 1076(2) of the Civil Code); if the damage exceeds that amount, the landlord can claim the difference from the tenant, but no longer through the deposit.
What counts as normal wear and cannot be charged to the tenant?
Slight changes resulting from normal, prudent use of the property — such as yellowed paint, small scratches on the floor or worn hinges — are normal wear and cannot be deducted from the deposit.
What if the tenant refuses to sign the check-out inspection record?
Carry out the inspection with two witnesses and send a copy of the record to the tenant by registered letter with acknowledgement of receipt, to secure proof of the notification.
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