How Do You Charge Tenants for Damages?

By Jon Modene

Jon Modene, a real estate leader with over 30 years of experience, brings a wealth of knowledge to the property management side of his business.

Tenant damage is one of the most challenging issues landlords face. I’ve seen landlords lose money when they mishandle the process, even if the damage was real.

I once worked with a landlord whose tenant moved out, leaving stained carpets, broken cabinet doors, and deep holes in the walls, but the landlord didn’t document any of it. The landlord kept the entire security deposit without following proper procedures, and a few weeks later, the tenant’s attorney sent a letter. The tenant took the case to small claims court, and the landlord lost.

That experience taught me that proper planning and documentation can prevent losses while keeping your property protected and compliant. Here’s the process I follow to protect the property, avoid conflict, and stay on the right side of the law.

1. Start with a move-in inspection. You can only charge a tenant for damage if you can prove the damage was not there at the start of the lease. That’s why a move-in inspection is always the first step.

Include photos and written notes in the inspection, and have the tenant sign the form or clearly notify them of it. We complete this automatically at every move-in. This process creates a clear record of the property’s condition and protects you if disputes over damages arise later.

2. Do a pre-move-out walkthrough. When I know a tenant is leaving, I recommend scheduling a pre-move-out walkthrough two or three weeks before their move-out date. During this walkthrough, I let the tenant know exactly what I will be checking.

Many tenants will choose to repair small issues once they realize you plan to inspect the property and charge for damages if needed. This simple step can save time, reduce repair costs, and prevent unnecessary conflict after the tenant moves out.

3. Document all damages after move-out. After the tenant moves out, I complete a full inspection of the property. I take dated or time-stamped photos and compare them to the original move-in inspection report.

It’s also important to distinguish between normal wear and tear and actual damage. Normal wear and tear, such as expected carpet aging, is acceptable and cannot be charged to the tenant. However, large stains or significant damage may be considered chargeable.

4. Send a written, itemized list on time. Every state has rules about how long landlords have to return a security deposit or send a list of deductions. In Ohio, we have 30 days from the move-out date to provide the former tenant with an itemized list of damages and the amount of the security deposit being retained.

That list should clearly show each damaged item, the cost to repair it, and include receipts or estimates. This is not the time to throw numbers out there. You must use real numbers. If you go to court with made-up figures, you are going to lose. If you miss the deadline, you will be forced to return the full deposit, even if the tenant caused serious damage.

Why a clear, repeatable process matters. Charging a tenant for damages does not have to be stressful. When you follow a clear, repeatable process, you can fairly charge for damages, protect yourself, and avoid unnecessary conflict.

That’s why I encourage landlords to use clear systems for inspections, documentation, and security deposits. When done right, you can manage your rentals confidently, protect your investment, and avoid costly mistakes.

If you need help setting up inspections, documenting damages, or handling security deposits correctly, feel free to reach out at (419) 874-1188, email jon@modene.com, or visit nworentals.com. I’m happy to answer your questions, walk you through the process, and help you protect your rental properties while staying compliant.