1. Move-In Inspection Form
Document property condition at tenant handover
Purpose of Move-In Inspection
The move-in inspection establishes the baseline condition of the property. This documentation protects both landlord and tenant by creating a clear record that will be compared against the move-out inspection to determine any damages beyond normal wear and tear.
Take timestamped photos of every room and any existing damage. Minimum 30-50 photos per unit. Both parties should sign the inspection report before key handover.
Condition Rating Scale
Use this standardized scale to rate every item during inspection:
Excellent
New or like-new condition
Good
Minor wear, fully functional
Fair
Visible wear, works properly
Poor
Significant wear, needs attention
Damaged
Broken or non-functional
Room-by-Room Inspection Checklist
Systematically inspect each area of the property using these checklists:
- Front door condition & lock function
- Door frame & weather stripping
- Doorbell / intercom working
- Hallway walls & ceiling
- Flooring condition
- Light fixtures & switches
- Shoe cabinet / storage
- Walls – paint, marks, holes
- Ceiling – stains, cracks
- Flooring – scratches, stains
- Windows – glass, locks, blinds
- Balcony door & lock
- AC unit & remote
- Electrical outlets & switches
- TV/cable connection points
- Cabinets – doors, hinges, interior
- Countertops – chips, stains
- Sink & faucet function
- Cooktop / stove condition
- Oven – interior & door
- Range hood & filter
- Refrigerator – shelves, seals
- Dishwasher operation
- Garbage disposal (if applicable)
- Door – lock, handle, hinges
- Walls & ceiling condition
- Flooring / carpet
- Windows & blinds/curtains
- Built-in wardrobes – doors, interior
- AC unit & thermostat
- Light fixtures
- Electrical outlets
- Door & lock function
- Toilet – flush, seat, tank
- Sink & faucet – leaks, drainage
- Shower / bathtub condition
- Shower door or curtain rod
- Tiles – cracks, grout condition
- Mirrors & cabinets
- Exhaust fan operation
- Water heater (if in bathroom)
- Balcony door & lock
- Floor tiles / decking
- Railing condition & stability
- Drainage function
- Outdoor lights (if any)
- AC outdoor unit access
- Any outdoor storage
Photo Documentation Guide
Capture the following photos for each property inspection:
Inspection Sign-Off
Tenant Signature
Inspector Signature
2. Move-Out Inspection Form
Final property assessment and damage reconciliation
Pre-Inspection Requirements
Before conducting the move-out inspection, ensure the following:
- Tenant has completely vacated the property
- All personal belongings removed
- Property has been cleaned by tenant
- All keys and access cards collected
- Move-in inspection report available for comparison
- Move-in photos accessible on device
- Tenant present for inspection (recommended)
Inspection Process
Follow these steps for a thorough move-out inspection:
Compare to Move-In
Review move-in report and photos. Note the condition ratings for each area.
Room-by-Room Check
Inspect each room using the same checklist as move-in. Rate current condition.
Document Differences
Note all changes from move-in condition. Take comparison photos.
Classify Changes
Determine if each change is normal wear, tenant damage, or landlord responsibility.
Calculate Costs
Estimate repair/replacement costs for tenant-responsible damages.
Review with Tenant
Walk through findings with tenant. Discuss any disputed items.
Normal Wear vs. Tenant Damage
Use this guide to distinguish between acceptable wear and chargeable damage:
| Item | Normal Wear & Tear | Tenant Damage |
|---|---|---|
| Walls | Small nail holes, minor scuffs, faded paint | Large holes, drawings/writing, excessive marks, unauthorized paint |
| Flooring | Light scratches, minor fading in high-traffic areas | Deep scratches, burns, stains, gouges, missing tiles |
| Carpet | Worn areas in doorways, slight matting | Stains, burns, tears, pet damage, excessive soiling |
| Appliances | Normal wear on knobs/handles, minor exterior scratches | Broken parts, missing pieces, grease buildup, non-functional |
| Windows | Slight weathering of seals | Cracked/broken glass, torn screens, broken locks |
| Doors | Sticky locks, minor scratches | Holes, broken locks, damaged hinges, missing hardware |
| Bathroom | Worn caulking, minor discoloration | Cracked fixtures, broken tiles, mold from neglect |
If tenant disputes damage charges, offer to obtain professional quotes. Document all communications. Unresolved disputes may be referred to RERA or Rental Dispute Center.
Deposit Deduction Categories
Common items that may be deducted from security deposit:
- Repair of tenant-caused damage (beyond wear and tear)
- Professional cleaning if unit not left in clean condition
- Replacement of missing or broken items
- Unpaid utility bills (DEWA, chiller, district cooling)
- Outstanding maintenance charges
- Key/access card replacement if not returned
- Removal of abandoned items
- Restoration of unauthorized modifications
3. Periodic Inspection Checklist
Regular property checks during tenancy
Inspection Schedule
Periodic inspections help identify maintenance issues early and ensure property is being properly maintained:
| Property Type | Recommended Frequency | Notice Required |
|---|---|---|
| Apartments (Standard) | Every 6 months | 48 hours written notice |
| Apartments (Furnished) | Every 4 months | 48 hours written notice |
| Villas | Every 6 months | 48 hours written notice |
| Commercial Units | Quarterly | 24 hours written notice |
Under UAE tenancy law, landlords may conduct reasonable inspections with proper notice. Always provide written notice and respect tenant's privacy. Schedule inspections during reasonable hours (9 AM - 6 PM).
Focus Areas for Periodic Inspection
Concentrate on areas that commonly develop issues:
- Water damage signs: Check under sinks, around toilets, ceiling stains
- AC system: Filters clean, condensate draining properly, no unusual sounds
- Plumbing: All taps/toilets working, no slow drains or leaks
- Electrical: Outlets working, no exposed wires, circuit breakers functional
- Pest evidence: Signs of insects or rodents, especially in kitchen
- Smoke detectors: Batteries working, not obstructed
- General cleanliness: Property being reasonably maintained
- Unauthorized modifications: No structural changes or added fixtures
- Lease compliance: No unauthorized occupants or pets (if restricted)
- Balcony safety: Nothing hung over railing, drainage clear
Inspection Report Format
Document findings using this structure:
Property Details
Address, unit number, tenant name, inspection date and time, inspector name.
Condition Summary
Overall rating (1-5), brief summary of property state.
Issues Identified
List of concerns with photos, priority level, recommended action.
Follow-Up Required
Maintenance requests to be raised, tenant actions needed, next inspection date.
Tenant Communication
After each inspection, provide tenant with:
- Copy of inspection report within 48 hours
- List of any maintenance issues to be addressed by landlord
- List of any concerns requiring tenant action
- Timeline for any repairs to be scheduled
- Appreciation for property upkeep (if applicable)
Maintain positive tenant relations by focusing on property care rather than policing. Thank tenants who maintain the property well. This encourages continued good care.
4. Damage Assessment Guide
Evaluation and costing of property damage
Damage Categories
Classify all identified damage into these categories to determine appropriate response:
- Small nail holes in walls
- Light scratches on surfaces
- Minor scuffs on paint
- Small chips on tiles
- Loose cabinet handles
- Large wall holes
- Carpet stains/burns
- Broken cabinet doors
- Cracked sink/toilet
- Damaged window blinds
- Broken doors/windows
- Major appliance damage
- Floor replacement needed
- Water damage from negligence
- Structural modifications
Standard Repair Cost Guide
Reference pricing for common repairs (Abu Dhabi/Dubai market rates):
| Item | Description | Estimated Cost (AED) |
|---|---|---|
| Wall Repair | Patch & paint small area | 150 - 300 |
| Wall Repair | Full room repaint | 800 - 1,500 |
| Floor Tile | Replace single tile | 200 - 400 |
| Carpet | Professional deep cleaning | 300 - 600 |
| Carpet | Patch/repair small area | 400 - 800 |
| Door | Replace interior door | 600 - 1,200 |
| Door Lock | Replace standard lock set | 150 - 350 |
| Window | Replace glass panel | 300 - 800 |
| Blinds | Replace window blinds | 200 - 500 |
| Kitchen | Cabinet door replacement | 300 - 600 |
| Countertop | Repair chip/scratch | 200 - 500 |
| Appliance | Cooktop repair | 300 - 800 |
| Bathroom | Replace toilet seat | 150 - 300 |
| Bathroom | Re-grout tiles | 400 - 800 |
| Cleaning | Professional deep clean (apt) | 400 - 800 |
| Cleaning | Professional deep clean (villa) | 800 - 1,500 |
| Key | Key cutting/replacement | 50 - 150 |
| Access Card | Building access card | 100 - 300 |
Consider item age when assessing damage charges. A 5-year-old carpet with stains may warrant less deduction than a 1-year-old carpet. Standard depreciation: Carpet (7 years), Paint (3-5 years), Appliances (10 years), Flooring (15-20 years).
Documentation for Deductions
To support deposit deductions, maintain the following documentation:
- Move-in inspection report with photos
- Move-out inspection report with photos
- Side-by-side comparison photos showing damage
- Written description of each damage item
- Repair quotes from licensed contractors (minimum 2)
- Actual repair invoices (if work completed)
- Communication records with tenant about damages
- Tenant's written acknowledgment (if obtained)
Deposit Settlement Process
Follow this timeline for security deposit settlement:
Day 1-3
Complete move-out inspection, document all damages, take photos.
Day 4-7
Obtain repair quotes, calculate total deductions, prepare statement.
Day 8-14
Send detailed statement to tenant with photos and quotes.
Day 15-21
Allow tenant response period. Address any disputes.
Day 22-28
Finalize deductions. Process deposit refund for remaining amount.
Day 30
Maximum deadline for deposit settlement under UAE law.
Under UAE law, security deposits must be settled within 30 days of lease termination. Failure to return deposits without valid justification may result in legal action and penalties.