Move-out Inspection & Move-out Report 2026/2027 – Cleaning, Keys, Security Deposit & Excel | Word/PDF

Move-out inspection – checkout report, move-out cleaning, keys, and security deposit

Do you need to perform a move-out inspection of a rental property or document the condition upon moving out of a sublet? With this professional template package, you receive an editable checkout report, room-by-room inspection forms, a move-out cleaning checklist, a key receipt, and a separate template for the final settlement of the rental deposit. An Excel register allows you to track returns, objections, alleged damages, and actually refunded amounts.

Total of 15 files: seven editable Word (DOCX) files, seven searchable A4 PDFs, and one Excel (XLSX) file with nine tabs. Five working templates in Swedish, a Swedish guide, and a separate English User Guide. The documents serve as a basis for fact-based inspections and communication, not as automatic proof of liability for damages.

What applies to move-out inspections and normal wear and tear in a rental property?

According to Chapter 12, Section 24 of the Swedish Land Code (the Rental Act), the tenant must carefully maintain the apartment during the rental period. The tenant may be obliged to compensate for damage caused by their own negligence or by the negligence or omission of persons specified by law. However, normal wear and tear following standard use of the home does not automatically imply an obligation to pay compensation.

There is no general legal requirement that a standard residential rental must always have a specific formalized move-out report. Nevertheless, a thorough and impartial inspection is valuable for comparing the move-in condition with the condition upon departure. The Swedish Union of Tenants' guidance on damages and normal wear and tear explains where the line is drawn.

Important: A signed inspection report is not automatically an admission of the landlord's assessment, a confession of debt, or an approved deposit settlement. Expressly note if a party reserves their rights or disputes an item.

Move-out cleaning – checklist without automatic cleaning fees

The cleaning inspection covers the kitchen, oven, fridge/freezer, bathroom, floor drains, windows, wardrobes, baseboards, and agreed-upon auxiliary spaces. Specify only what has actually been inspected and what deficiency has been observed. If action is needed, the parties' agreement and subsequent verified control should be distinguished from a unilateral claim of costs. This product does not contain a standard fee that is automatically triggered by every cleaning remark.

Key receipt – return upon moving out

Document how many apartment keys, entrance keys, storage keys, access tags, and remote controls were originally handed out and what is actually returned. The template also has space for deviating information and any safety measures taken. A discrepancy in the number does not automatically imply the right to demand a specific compensation amount.

Deposit and final settlement – what can be deducted?

A deposit is not a pre-determined penalty fee. It is important to distinguish between verified payment, proposed claims, actual costs, admitted amounts, disputed items, and actual refund. The right to deduction or set-off may depend on the contract, applicable legal rules, liability for the specific damage, and available evidence. This package does not automatically make such a final legal assessment.

In case of a dispute regarding the refund of a deposit in a subletting arrangement, the matter may need to be decided by a district court. The Swedish Courts clarify that in the described tenant-owner case, the Rent Tribunal can mediate but cannot decide the dispute regarding the refund of a deposit.

Excel register – nine tabs with traceable settlement

Overview, Inspections, Rooms & condition, Cleaning, Keys, Evidence, Deductions, Deposits, and Read me. The overview tracks, among other things, registered inspections, expressly verified completed cases, cleaning remarks, administrative key discrepancies, paid deposits, agreed deductions, and actually refunded amounts. The formulas have been tested with hypothetical data that has been deleted from the final version.

The workbook contains status lists and separate fields for admitted and disputed items. The formula for the remaining registered deposit is a mathematical reconciliation of manually entered amounts, not a decision on who has the legal right to the amount. Information about persons, contracts, and photos should be stored with appropriate data protection.

Use the document package step by step

1. Verify the home address, rental agreement, parties, and end date.
2. Retrieve move-in reports, previous error reports, and dated photos.
3. Invite the parties to the inspection; note who is actually present.
4. Document condition room by room without attributing liability without basis.
5. Distinguish normal wear and tear from possible damages and note the need for further investigation.
6. Examine move-out cleaning point by point and note actual checks and actions.
7. Sign for keys and access devices based on actual return.
8. Let both parties review the report and provide written objections.
9. Compile any cost claims with invoices, photos, and an individual assessment of reasonableness.
10. Perform a separate settlement of the deposit and note the actual payout or remaining dispute.

Related products at Mallbutiken

• Inventory list & inspection report – general move-in and inventory documentation.
• Rental deposit & deposit agreement – for agreements on deposits and receipts.
• Rental agreement for subletting – the rental agreement itself.
• Rental agreement private rental – for certain leases of tenant-owned apartments or houses.
• Error report and rent reduction – for deficiencies during an ongoing rental period.
• More templates for private individuals.

Frequently asked questions about move-out inspections

Is it mandatory to perform a move-out inspection?

There is no general requirement for a specific formalized inspection report for all residential rentals. However, a documented walkthrough is often important to avoid future disputes over evidence.

Can the landlord charge for normal wear and tear?

Normal wear and tear from customary use is not in itself a basis for damage compensation. Liability must be assessed based on concrete circumstances and applicable rules.

Is a move-out cleaning checklist included?

Yes, a separate DOCX/PDF with checklist points for rooms, kitchen, bathroom, windows, and any auxiliary spaces.

Is there a receipt for key returns included?

Yes, a separate receipt where issued, returned, and potentially missing access means can be documented.

May the landlord keep the deposit when the report shows a remark?

Not automatically. It requires an individual assessment of contract terms, liability, and evidence. Disputed items must be distinguished from admitted ones.

Does Excel calculate how much damage compensation the tenant should pay?

No. Excel only shows registered counts, statuses, and mathematical reconciliations. It does not decide liability, the reasonableness of costs, or the right to set-off.

Are all templates in English?

No. Five main documents are in Swedish. A Swedish user guide and an English User Guide are included, but the main templates are not translated into English.

Legal sources and version information

• The Swedish Parliament – Land Code (1970:994), Chapter 12.
• Swedish Union of Tenants – damages in the apartment and normal wear and tear
• Swedish Courts – counterclaims and deposits in subletting

Edition 1.0 – 2026/2027. Source review October 18, 2026. The templates are editable documentation aids according to Swedish law; they are not government-approved forms or externally attorney-certified special material. Always review the current agreement and legal situation.