The process usually begins as soon as notice to vacate has been given, whether by the tenant or the landlord, depending on the lease terms. In many cases, the lease agreement itself outlines the steps and deadlines related to the final inspection and deposit refund. If it does not, local rental laws typically fill in the gaps. Either way, the timeline does not start on the day the tenant gives notice; it starts once the tenant has fully vacated the property and returned possession, including handing over all keys, access cards, and remotes. Until that point, the landlord generally cannot complete the final inspection or calculate the final costs.
Before the tenant moves out, some landlords conduct a pre-move-out or preliminary inspection. This is not always required, but it can be very helpful. During this visit, the landlord may point out areas that need cleaning or minor repairs so the tenant has a chance to fix them before leaving. This step can significantly speed up the final process because it reduces surprises later. However, even if a pre-inspection occurs, the official end-of-lease inspection usually happens after the tenant has removed all belongings and cleaned the unit.
The final inspection is typically carried out within a few days after move-out. In many regions, landlords are expected to perform this inspection “within a reasonable time,” which often means anywhere from 24 hours to about one week after the property is returned. The purpose of this inspection is to compare the current condition of the property with its condition at the start of the tenancy, usually documented in a move-in checklist or inventory report. Normal wear and tear—such as minor scuffs on walls, faded paint, or gently worn carpets—generally cannot be charged to the tenant. Damage beyond normal wear and tear, missing items, excessive dirt, or unauthorized alterations may be deducted from the deposit.
After the inspection, the landlord must gather any necessary documentation to justify deductions. This may involve obtaining invoices or estimates from contractors for repairs, replacement costs for damaged items, or cleaning service bills. This step can add time, especially if specialized repairs are needed or if contractors are busy. Even so, most housing laws set a clear outer limit for returning the deposit and providing an itemized statement of deductions. Depending on the jurisdiction, this deadline often falls between 14 and 30 days after the tenant has moved out and returned the keys. Some places allow slightly longer periods, such as 45 days, but anything beyond the legal limit can put the landlord at risk of penalties.
The deposit refund itself is usually issued together with an itemized statement. This statement should clearly list each deduction, the reason for it, and the cost. For example, it may include line items for wall repairs, carpet cleaning beyond normal use, or replacement of broken fixtures. If no deductions are needed, the full deposit should be returned within the same legal timeframe. Refunds are typically paid by bank transfer, cheque, or another agreed method. Delays sometimes happen when tenants forget to provide a forwarding address or updated bank details, so clear communication at move-out is important.
Several factors can affect how quickly this whole process moves. One major factor is the condition in which the tenant leaves the property. A well-cleaned home with no damage can often be inspected and cleared quickly, leading to a faster refund. On the other hand, if the property is left in poor condition, the landlord may need more time to arrange cleaning, repairs, and cost assessments. Another factor is whether there is disagreement about the condition of the property. Disputes over what counts as normal wear and tear versus damage can slow things down, especially if the issue goes to mediation or a tenancy dispute resolution service.
Documentation plays a huge role in keeping the timeline smooth. Photos and videos from move-in and move-out, signed inspection reports, and written communication all help establish the facts. When both parties have clear records, there is less room for argument, and the landlord can finalize deductions more quickly. Without documentation, the process may stall while both sides debate responsibility, sometimes extending the timeline far beyond the standard legal window if formal dispute processes are involved.
It is also important to note that landlords are generally not allowed to withhold the deposit indefinitely just because they are still getting repair estimates or waiting for final utility bills, unless local law specifically allows certain delays. If the legal deadline approaches, many laws require the landlord to make a reasonable estimate of costs and return the remaining balance on time. Failing to meet the deadline can result in financial penalties, such as having to pay additional damages to the tenant or losing the right to keep part of the deposit.
For tenants, the best way to ensure a timely refund is to prepare well before move-out. Giving proper notice, attending a pre-inspection if offered, thoroughly cleaning the property, repairing minor damage, and documenting the condition with photos on the last day can all help. Providing a forwarding address and confirming how the refund should be sent are also small but crucial steps. For landlords, scheduling the inspection promptly, documenting everything carefully, and communicating clearly about any deductions can prevent frustration and legal trouble.
In most typical situations, the full process—from move-out to receiving the deposit refund—takes about two to four weeks. Some cases are resolved even faster when there are no deductions, while more complicated situations involving damage or disputes can take longer, sometimes extending beyond a month if formal resolution channels are used. Understanding that there is a structured process behind the scenes, rather than an arbitrary delay, can make the waiting period feel more manageable. Clear expectations, good documentation, and respectful communication are what ultimately keep the timeline on track and help both tenants and landlords close the tenancy on a fair and professional note.