At every move-out, landlords and tenants have the same question: what's normal aging the landlord absorbs, and what's damage that can come out of the deposit? We see hundreds of units at turnover, and the same items come up again and again. This is a practical guide, not legal advice; deposit rules are set by state and local law and change, so confirm details with an attorney or your local housing agency.
THE BASIC IDEA
Wear and tear is the deterioration that happens from ordinary living over time, even by a careful tenant. Damage comes from accidents, abuse or neglect beyond ordinary use. Length of tenancy matters: what's normal after five years isn't after five months.
COMMON EXAMPLES
| Usually Wear and Tear | Usually Damage |
|---|---|
| Faded or slightly scuffed paint | Large marks, crayon, unapproved paint colors |
| A few small nail holes from pictures | Many large holes, anchors torn out, doorknob holes |
| Light scratches and traffic wear on floors | Deep gouges, pet urine stains, burns |
| Carpet worn in walkways after years | Rips, large stains, pet damage |
| Loose door handles, worn hinges | Broken doors, kicked-in frames |
| Minor grout discoloration | Cracked tile from dropped items |
| Sun-faded blinds | Bent, broken or missing blinds |
| Fixtures aging normally | Missing fixtures, smoke-stained ceilings and walls |
See also: doorknob holes, a classic damage item.
DEPOSIT RULES TO KNOW
- Deadlines: Maryland, DC and Virginia each set a deadline (45 days is common in all three) to return the deposit or send an itemized list of deductions. Missing it can cost the landlord the right to deduct, and in Maryland can expose them to penalties of up to three times the amount withheld.
- Maryland limits: Maryland has capped security deposits and has specific move-in and move-out inspection rights for tenants. Check the current law before you collect a deposit.
- Itemize with costs: each deduction should be specific and reasonable, ideally backed by invoices.
- Prorate: charging a tenant for brand-new paint or carpet that was already near the end of its life is where many disputes start.
DOCUMENTATION THAT HOLDS UP
- Dated photos and video of every room at move-in, including close-ups of existing damage.
- A signed move-in checklist.
- The same photos, from the same angles, at move-out.
- Contractor invoices that separate damage repair from routine turnover work.
HOW WE INVOICE TURNS
For property managers, we can break a turnover invoice into routine make-ready items (paint refresh, cleaning, minor wear) and tenant-caused damage items, with photos. That makes deposit accounting straightforward. See our turnover checklist.
Budget for wear and tear. Paint, carpet and fixtures all have a lifespan, and setting money aside each year avoids the temptation to charge tenants for normal aging. Our rental maintenance budget guide has the numbers.
RELATED READING
PROPERTY TURNOVER CHECKLIST FOR DMV LANDLORDS
Everything to address between tenants — painting, repairs, cleaning, and what landlords in DC, Maryland, and Virginia consistently overlook.
FAST PAINT TURNAROUND BETWEEN TENANTS
How to repaint a rental in one or two days without cutting corners, and what it costs in the DMV.
RENTAL MAINTENANCE BUDGET FOR DMV LANDLORDS
Rules of thumb, annual line items and turnover costs for single-family rentals and small portfolios.
Planning a project? See our Property Maintenance service page for scope, process and recent work.
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