Before the move-out day
- Agree the move-out date in writing, with the notice your rent agreement asks for.
- Agree a time to inspect the property together, ideally on the last day.
- Find the move-in record: the agreement, any list of fittings and furniture, and photos from the day the tenant moved in.
Inspect together
Walk through the property with the tenant and compare it with how it was at move-in. Note anything damaged beyond the normal wear of living there, and agree the cost of repair where you can.
Read the electricity and water meters on the last day and photograph them. The final bills come from those readings.
Collect every key and access card, and note that you have them.
Work out the final settlement
Start from the deposit and take off only what is owed and agreed:
- Rent still unpaid, including the last part month, worked out by the day.
- Unpaid bills, such as the final electricity or water amount.
- The agreed cost of repairing damage beyond normal wear.
| Item | Amount |
|---|---|
| Security deposit | ₹30,000 |
| Rent for 1 to 12 March, on ₹15,000 a month | -₹5,806 |
| Final electricity, 64 units at ₹10 | -₹640 |
| Broken window glass, agreed | -₹1,200 |
| Refund | ₹22,354 |
March has 31 days, so 12 days of rent is ₹15,000 times 12, divided by 31. The pro-rata rent calculator works out a part month, and the electricity bill splitter the final electricity.
Put it in writing
Write the settlement down: the deposit, each deduction with its amount and reason, and the refund. Both of you sign it and keep a copy.
If one deduction is still in question, write down what is agreed and refund that part while you settle the rest. It keeps goodwill on both sides.
Refund by a method that leaves a record
Pay the refund by bank transfer or UPI and note the reference number, rather than in cash. If your rent agreement sets a time for the refund, keep to it.
In SetURent, change the tenant's status to Past. A move-out prompt asks for the amount refunded and the date, and the tenant moves to your past tenants with the refund on record.
A note on rules
Rules on deposits can differ by state and by the kind of tenancy, and your agreement can set its own terms. This guide describes common practice. It is not legal advice.