TallyWick field guide

Move-out charge evidence checklist

A practical starting point for property managers and landlords preparing a clear, reviewable record of a move-out balance.

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The core record

Check the charge, the evidence and what happens next

Use the sections below as an operational prompt. Adapt the record to your property process and keep the explanation respectful and easy to follow.

01

Unpaid deposit portions

Make the remaining balance easy to trace from the original deposit to the amount still due.

  • Record the deposit received and the portion applied to each supported charge.
  • Note the remaining balance separately from any amount already returned or credited.
  • Keep the lease, move-out condition record and ledger entry together with the calculation.
  • Confirm that the resident-facing explanation matches the charge record and your current process.
02

Minor damage

Document what changed, where it was found and how the proposed charge was assembled.

  • Describe the item, room or area and the condition observed at move-out.
  • Keep dated photos, inspection notes and any relevant move-in comparison available.
  • Save an invoice, estimate or internal calculation supporting the amount recorded.
  • Separate ordinary wear observations from the specific damage being documented.
03

Cleaning fees

Keep a clear record of the work requested and the basis for the cleaning amount.

  • List the area or task that required attention rather than using a broad “cleaning” label alone.
  • Attach the inspection note, checklist or photos that support the recorded condition.
  • Keep the vendor invoice, estimate or documented internal rate with the charge.
  • Record any partial credit, adjustment or follow-up so the balance stays current.
04

Small rent balances

Avoid losing low-value balances by keeping the ledger, dates and next step visible.

  • Identify the rental period, ledger entry and amount that remains unpaid.
  • Reconcile credits, payments and other adjustments before recording the final balance.
  • Keep the lease or account record that explains why the balance was charged.
  • Record the next operational step and the communication sent about the balance.

Scope note

Operational guidance, not legal advice

This checklist helps organise records and communication. It does not determine what may be charged, what is legally owed or which notice and deadline rules apply. Follow your policies and seek qualified legal advice for legal questions in the places where you operate.

A clearer move-out workflow

Keep the record ready for the next review.

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