Move-out done right: inspection, claim letter and deposit math

Move-out done right has three parts: an inspection documented against the move-in record, a claim letter in the exact form F.S. 83.49(3) requires and sent within 30 days, and deduction math that charges only damage beyond ordinary wear and tear, at depreciated value, with receipts. Under F.S. 83.49(3)(a), a landlord who makes no claim returns the deposit within 15 days after the rental agreement ends; a landlord who intends to claim sends written notice within 30 days. Miss the 30 days and the statute says the landlord "forfeits the right to impose a claim upon the security deposit." Here is how to run each part so the numbers hold up.

When does the clock start, and what are the deadlines?

The statute ties both deadlines to "the termination of the rental agreement," which in practice means the day the tenant has vacated and surrendered possession. If the tenant holds over past the lease date, the clock starts when they actually leave. If they leave early, it starts early. Put the hand-back date in writing the day keys come back; a signed key-return form with the forwarding address is the cleanest proof.

The forwarding address matters because the claim notice goes "by certified mail to the tenant's last known mailing address," or by e-mail if both parties signed the F.S. 83.505 addendum. F.S. 83.49(5) requires a tenant leaving early or on a periodic tenancy to give seven days' written notice with an address; if they do not, the statute relieves you of the notice requirement but does not waive their right to the deposit. Send the notice anyway. For the full calendar, read the Florida security deposit timeline, explained.

How do you run the move-out inspection?

Do it within a day or two of key return, before any vendor touches the house, and do it the same way every time.

1. Bring the move-in condition report and move-in photos. Without a baseline, every mark is an argument.
2. Walk the house in the same order as move-in, room by room, and photograph each wall, floor, ceiling, fixture and appliance from the same angles. Date-stamp everything.
3. Test systems: air conditioning, water heater, range, dishwasher, disposal, garage door, smoke detectors, irrigation if present.
4. Inventory access devices: house keys, mailbox key, garage remotes, gate fobs, pool cards, and whether tenant-installed smart locks or cameras were removed and originals restored.
5. Note each item as wear, damage, cleaning or unpaid charge, and leave the dollar column blank until quotes are in.
6. Get written quotes or invoices for every damage item inside the 30-day window, and keep them with the notice.

If the tenant asks to attend, let them. Sea Dog also offers tenants a pre-move-out walkthrough on request, described on the move-out procedures page, which cuts disputes before they start.

Key point: A deposit claim is only as strong as the move-in report it is compared against. The inspection that protects you happened a year ago; the move-out inspection just proves it.

What is damage and what is ordinary wear and tear?

The Florida Bar's consumer pamphlet states the standard: the property "should be returned in the same condition in which it was received, except for ordinary wear and tear." The line is about cause, not cost.

Two habits keep claims defensible. First, charge for cleaning only what the tenant left dirty, not a flat fee. Second, depreciate. If a carpet was expected to last eight years and is five years old, the remaining value is three eighths of the replacement cost, and that is the most a claim should carry. Full replacement cost for an aged item is the deduction most likely to lose in county court.

How do you write the claim letter?

Use the statutory language. F.S. 83.49(3)(a) says the notice must contain a statement "in substantially the following form": "This is a notice of my intention to impose a claim for damages in the amount of ___ upon your security deposit, due to ___. It is sent to you as required by s. 83.49(3), Florida Statutes. You are hereby notified that you must object in writing to this deduction from your security deposit within 15 days after the time you receive this notice or I will be authorized to deduct my claim from your security deposit. Your objection must be sent to (landlord's address)."

Fill the blanks with a total and a reason, then attach an itemized list with the quote or invoice behind each line. Send it by certified mail and keep the receipt, or by e-mail if the tenant signed the F.S. 83.505 addendum, in which case the statute deems it delivered when sent unless it bounces, and you must keep a copy and proof of transmission. Date it. Under 83.49(3)(b), if the tenant does not object within 15 days of receipt, you may deduct the claim and must remit any balance "within 30 days after the date of the notice." If they do object, the next step is a conversation, then county court if needed; under 83.49(3)(c) the prevailing party recovers costs and attorney fees, which is a reason to claim only what you can prove.

How does the deposit math work?

A worked example on a $2,300 deposit, roughly a month's rent on a typical Central Florida house.

The notice states $1,673 and the reason, the itemization shows the five lines, and the $627 goes out within 30 days of the notice date if no objection arrives. If the tenant paid a monthly fee in lieu of a deposit under F.S. 83.491, there is no deposit to return, but the statute still requires you to itemize what is owed within 30 days after the tenancy ends and wait 15 more days before any insurance claim.

What this means in Central Florida and on the Space Coast

Local conditions add three items to the checklist. Humidity first: the Florida Climate Center's Orlando normals show 88% average morning relative humidity, so the air conditioning stays on through the vacancy and the walkthrough should check for condensation and musty closets. Storm gear second: on the Space Coast, hurricane shutters and panels are part of the inventory, and a missing panel is a chargeable item only if the move-in report listed it. Turnover cost third: at Zumper's October 2026 Orlando house median of $2,350, or the Palm Bay-Melbourne-Titusville median of $2,450, every vacant day costs roughly $78 to $82, so the make-ready that follows the inspection should be scheduled before the inspection, not after. The security deposit checklist covers the setup at the front of the tenancy that makes this end of it clean.

Next step

If a tenant is leaving in the next 60 days and you are not sure your move-in record will carry a claim, a priority rental review gives Sea Dog a look at the lease, the deposit setup and the inspection file before the clock starts. It is a short form and a short conversation, and it is the point in the tenancy where a second set of eyes is cheapest.