C.A.R. Form MIMO is the Move-In/Move-Out Inspection report published by the California Association of Realtors. You use it to record a rental’s condition room by room at the start and end of a tenancy, creating a signed baseline that both landlord and tenant can point to if the security deposit is ever contested. The form is proprietary, so you can’t pick it up at an office supply store; you access it through C.A.R.’s member channels.
Where to Get the Form
Form MIMO is distributed only through the California Association of Realtors. Members access it digitally through zipForm, the standard forms platform included with C.A.R. membership. Printed copies are available through local Associations of Realtors that participate in the Print on Demand program, and C.A.R. also sells forms directly through the REBS Online Store.1California Association of Realtors. C.A.R. List of Standard Forms
If you’re a tenant and your landlord hasn’t offered a form, ask them to provide one. Procurement sits on the landlord or property manager’s side.
Filling Out the Header
Start with the fields at the top: property address, unit number, tenant names, and inspection date. Locking these in before the walkthrough begins keeps you from scrambling once you’re moving between rooms.
Rating Each Room
The form divides the unit into rooms, kitchen, bathrooms, bedrooms, living areas, and any additional spaces. Within each room you rate specific features: walls, ceilings, floor coverings, windows, doors, light fixtures, outlets, and built-in appliances.
Ratings use a shorthand coding system so you don’t have to write out full descriptions. “S” means satisfactory. “O” means something else is going on and needs a written note. Other codes flag specific issues, like cleaning status or burn marks. Whenever you mark anything other than S, write a brief but specific description in the notes column. “Two-inch scuff on east wall near outlet” is more useful than “wall has mark.” Specificity is what makes the entry defensible later.
Meter Readings, Keys, and Accessories
The form also includes fields for recording utility meter readings, water, gas, and electricity, at the time of inspection. Capturing these numbers at move-in and move-out prevents billing disputes over who used what.
Log the exact number of keys, garage remotes, mailbox keys, and security fobs you hand over. Count everything and write it down. A missing garage remote at move-out is one of the most common and most avoidable deduction fights.
Doing the Move-In Walkthrough
Schedule the move-in inspection before the tenant takes possession, ideally the day keys change hands, with the unit empty. Both parties should walk through every room together, comparing what they see against what the form says.
Open every cabinet. Run every faucet. Flip every light switch. Test every appliance. If something is broken or already damaged, mark it on the form while it’s in front of you. A pre-existing scratch on the hardwood takes about five minutes to document now and can head off hours of argument later. Once both parties agree the form reflects reality, both sign, and the landlord hands the tenant a copy immediately. Keep yours somewhere safe. You’ll need it when the lease ends.
Doing the Move-Out Walkthrough
The move-out inspection compares the current state of the property against the move-in form. You’re identifying what changed and whether those changes exceed ordinary wear and tear.
The Tenant’s Pre-Move-Out Inspection Right
California law gives tenants the right to request an initial inspection no earlier than two weeks before the tenancy ends. This preliminary walkthrough lets the tenant see what the landlord considers damage so they can address it before the final inspection.2California Legislative Information. California Code CIV 1950.5 If the tenant requests it, the landlord must provide at least 48 hours of written notice of the date and time. Both parties can waive that notice period in writing if they want to schedule sooner.
This is one of the most underused tenant protections in the state. A dirty oven or a row of nail holes flagged at the pre-inspection can be cleaned or patched before the final walkthrough, which means the deduction never happens. Landlords who skip notifying tenants of this right weaken their own position if the dispute ends up in court.
The Final Inspection
Once the tenant has fully vacated, the landlord completes the move-out column of the MIMO form. Walk the unit the same way you did at move-in, rating each feature and noting each change. If the tenant can’t attend, the landlord completes the inspection alone but should be especially careful with documentation. Every later claim needs to trace back to what’s on this form.
Both parties sign the completed move-out section. The landlord provides a copy to the tenant right away. Treat those signatures as the moment the record is sealed.
Wear and Tear vs. Tenant Damage
The biggest source of deposit disputes is disagreement over what counts as ordinary wear and tear. California law prohibits landlords from charging tenants for the normal deterioration of everyday living, and from charging for conditions that existed before the tenancy began.2California Legislative Information. California Code CIV 1950.5 That second piece is why the move-in form carries so much weight.
In practice, the line falls roughly here:
- Not deductible: faded or slightly discolored paint, minor scuff marks, small nail holes from hanging pictures, carpet worn thin in high-traffic areas, loose door handles from regular use, and slight discoloration of countertops.
- Deductible: large holes in walls, broken windows, carpet burns or heavy stains, water damage from tenant neglect, pet scratches on hardwood, damaged appliances from misuse, and unauthorized paint colors.
Landlords also cannot require a tenant to pay for professional carpet cleaning or other professional cleaning services unless the cleaning is reasonably necessary to restore the unit to its move-in condition, setting aside normal wear and tear.2California Legislative Information. California Code CIV 1950.5 A blanket carpet-cleaning deduction applied after every tenancy regardless of condition is on shaky legal ground.
Why the Form Carries Financial Stakes
The MIMO form sits inside a tight statutory framework. A few numbers explain the stakes.
Deposit Limits
Since July 1, 2024, most California landlords can collect no more than one month’s rent as a security deposit, whether the unit is furnished or unfurnished.3California Legislative Information. Assembly Bill 12 A narrow exception lets small landlords, natural persons or all-member LLCs who own no more than two rental properties totaling four or fewer units, collect up to two months’ rent.4California Office of the Attorney General. Know Your Rights as a California Tenant – Security Deposits
The 21-Day Itemized Statement
After a tenant moves out, the landlord has 21 calendar days to return the remaining deposit together with an itemized statement explaining every deduction. The statement must describe the work performed, the time spent, and the hourly rate if the landlord or an employee did the repair. If a contractor was hired, copies of the actual bills or invoices must come with the statement.2California Legislative Information. California Code CIV 1950.5 Vague line items like “general cleaning, $400” without supporting documentation invite a challenge.
The landlord must also include photographs of the damage or condition behind each deduction. Those can be delivered by mail, email, flash drive, or a link to an online album.
Penalties for Bad-Faith Retention
A landlord who withholds a deposit in bad faith faces statutory damages of up to twice the deposit amount on top of actual damages. A court can award those damages on its own when the facts support it, even if the tenant didn’t specifically ask. The landlord carries the burden of proving that the amounts claimed were reasonable.2California Legislative Information. California Code CIV 1950.5 A well-documented MIMO form with matching photographs is the strongest evidence a landlord can bring to that fight.
Backing the Form Up With Photos and Video
A written inspection is solid; pairing it with visual documentation makes the record much harder to challenge. Photograph every room from multiple angles, wide shots for overall condition and close-ups for any existing damage, stains, or wear. Include the insides of appliances (oven, refrigerator, dishwasher) and cabinets, where damage hides. A short video walkthrough narrated with the date and what you’re recording adds another layer.
Timestamps matter. Make sure your phone or camera’s date and time are accurate, and don’t edit the files afterward, because altered metadata undercuts reliability. Email the photos to both parties immediately after the inspection so the send date creates an independent timestamp. Store originals in a folder you won’t modify.
Landlords already have to provide photographs of any damage used to justify a deduction in the 21-day statement.2California Legislative Information. California Code CIV 1950.5 Taking those photos during the move-out walkthrough, while the MIMO form is being filled in, keeps the written record and the visual record telling the same story.