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For rentals, knowing where “normal” ends and “damage” begins isn’t always easy to define.
A good rule of thumb: Normal wear and tear is the gradual deterioration of a rental property that happens naturally over the term of a tenancy—those minor imperfections that come with everyday use.
But that’s just scratching the surface. Let’s get you caught up.
What is Ordinary Wear and Tear?
Ordinary wear and tear isn’t about neglect or abuse. It describes the natural aging process that happens to every rental property. The inevitable result of everyday use—tenants moving in and out and just, well, living.
And it's not just about the walls and ceilings. Think about those kitchen appliances, the bathroom fixtures, and even the flooring bearing the brunt of foot traffic. Every single element in a rental property experiences some form of deterioration. It’s unavoidable.
Examples of Normal Wear and Tear
Here’s what the Department of Housing and Urban Development (HUD) considers normal wear and tear:
Walls: Fading, peeling, or cracked paint; slightly torn or faded wallpaper; small chips in the plaster; nail holes from hanging pictures; loose door handles; pinholes; minor cracks from the house settling; even doors sticking from humidity—to all of these, the HUD gives the green light.
Windows: Cracked window panes (from settling, not tenant roughhousing) are considered normal wear and tear.
Floors: Floors needing a fresh coat of varnish, worn carpets, scuffed wood floors, and loose grouting are par for the course.
Bathrooms: Don't sweat a slightly rusty shower rod, worn or scratched enamel in that vintage tub, sink, toilet, or loose bathroom tiles. Even partially clogged sinks from aging pipes are considered normal.
Other: Dirty or faded lampshades or window shades are also considered normal wear and tear.
What is Considered Property Damage?
Damage goes beyond everyday scuffs and bumps. It's caused by tenant negligence, carelessness, or misuse. If it's broken, damaged, or missing because of something the tenant did (or neglected to do), it's likely considered damage.
If damage occurs, landlords have the right to charge tenants for repairs or replacements. This can put a serious dent in a tenant's security deposit, and if things get really messy, it could even lead to legal action.
Damage can be accidental or intentional.
Accidental damage? Think your pristine white carpet transformed into a Jackson Pollock masterpiece by a rogue glass of red wine. Intentional damage? They’re deliberate acts of destruction, like punching holes in walls, graffiti “art,” or unauthorized renovations.
A rental agreement worth its salt outlines tenant responsibilities regarding property care, clearly distinguishing between intentional and accidental damage. That way, if something were to go wrong, landlords have something official to lean on legally.
Examples of Damage
Let’s turn back to the HUD. Here’s what they consider property damage:
Walls: Gaping holes (we're talking beyond those tiny nail holes), crayon masterpieces, seriously damaged wallpaper, or “DIY projects” that weren't pre-approved by you.
Floors: Deep scratches or gouges in hardwood floors, burns from that forgotten curling iron, or missing tiles that seem to have vanished into thin air.
Windows and Doors: Broken windows (unless it was due to a faulty foundation), doors ripped off their hinges, or locks that have seen better days.
Bathrooms: Missing or cracked tiles, chipped bathtubs and sinks, or a toilet that's seen some serious abuse (we won't go into details here, but let's just say plungers can only do so much).
And the list goes on! Missing fixtures, holes in the ceiling, large scrapes or scratches to countertops, torn or missing lampshades—if it goes beyond normal wear and tear, it's likely damage.
Learn more: pet fee for rentals.
Landlord and Tenant Rights and Responsibilities
Both landlords and tenants have certain rights and responsibilities when it comes to maintaining a rental property. Generally speaking, this is how that looks for landlords:
Providing a habitable dwelling means ensuring the property is safe, clean, and meets basic living standards (think working plumbing, heating, and watertight).
Landlords are responsible for making necessary repairs and fixing major issues, like a leaky roof or a broken furnace.
No surprise visits or unauthorized entry. Landlords must respect tenants’ privacy and give reasonable notice before entering the property.
And for tenants? Again, speaking generally here, their responsibilities include:
Keeping the property reasonably clean and disposing of trash properly.
If that faucet starts leaking or the oven goes on strike, tenants need to report maintenance issues promptly to prevent further damage.
Tenants are responsible for taking reasonable care of the property and avoiding damage beyond normal use.
This isn’t a universal thing, though. Landlord-tenant laws can vary from state to state and even from city to city.
Here's an example of how these laws can differ: In California, for excessive damages that aren’t considered wear and tear, landlords have 21 days to provide a detailed list of deductions with receipts.
In Georgia, if you need to hold back some cash for damages, you've got 30 days to send the tenant an itemized list of deductions with supporting documentation, like receipts for repairs.
It’s only a small variation, but it can make all the difference if you’re sat before a judge.
Learn more: California repair and maintenance laws for tenants and landlords.
How to Document and Track Normal Wear and Tear
Imagine this: a tenant disputes a security deposit deduction, claiming they didn't cause the damage. Without proper documentation, you're stuck in a you-did-it, no-you-did-it situation. But with clear records and photos, you can easily prove your case and avoid a costly legal battle.
Here's the game plan:
Before your tenant moves in, walk through the property together and snap photos and videos. Use a checklist to note any existing damage or wear and tear.
Conduct walk-through inspections and periodic checks, often quarterly or biannually, to identify maintenance needs and address potential issues early, keeping a running log of any repairs or issues that pop up.
When your tenant moves out, it's inspection time again. Compare the current condition to your move-in photos and notes. Any changes? Document them.
Learn more: understanding residential leases.
How to Protect Your Rental Property
It's much easier (and cheaper!) to prevent damage than to fix it later.
Here's how to be proactive and protect your investment:
Tenant Screening
Good tenant screening is the best way to avoid disaster tenants. Here's the lowdown:
Run background checks to see if there are any red flags in their past (like evictions or a history of trashing places).
A credit check gives you a peek into their financial situation. Can they actually afford the rent?
A quick chat with their previous landlord can give you valuable intel. Were they good tenants? Did they take care of the place?
Confirming employment helps ensure they have a steady income to cover the rent.
No screening process is perfect, but a little effort upfront can save you a ton of hassle later on.
Security Deposit
Security deposit laws are there to protect you in case a tenant damages the property beyond normal wear and tear during the period of their lease agreement. But here's the thing: how much you can charge for a security deposit isn't just a random number you pull out of a hat. Local or state laws regulate it.
Local laws vary state-by-state and city-by-city. Generally, though, security deposit limits are usually tied to the monthly rent.
Many places cap it at one month's rent, so for a $1,500 per month apartment, the maximum deposit would be $1,500. However, some states or cities allow you to collect two months' rent, meaning you could ask for a $3,000 deposit in those areas.
So, what happens if the damage goes beyond a security deposit? Don't worry, you've got options.
Documentation is key. Make sure you have solid proof of the property's condition before the tenant moves in. If the repair costs, cleaning fees, or unpaid rent exceed the deposit, you can try talking to the tenant and see if they'll cover the extra costs. If that doesn’t work, landlord insurance will help you recover some damages—check your policy.
The last resort? Unfortunately, you’ll be heading towards collection efforts & eventually small claims court.
Learn more: common lease agreement clauses for landlords and tenants.
Routine Maintenance
The answer to minor wear and tear turning into financial nightmares? Routine maintenance.
Here's the deal:
Schedule routine inspections of your property, maybe every few months or so. This gives you a chance to catch small issues before they snowball into big problems.
Pay close attention to the key systems in your rental:
Plumbing: Check for leaks, drips, and any signs of water damage.
HVAC: Make sure the heating and cooling systems are working properly. A quick filter change or a seasonal tune-up can work wonders.
Appliances: Test those appliances (oven, fridge, dishwasher, etc.) to ensure they're in good working order.
Stay on top of maintenance. It’ll save you money and potential disputes or legal battles.
Property Management
Between finding tenants, dealing with maintenance requests, and chasing rent payments, being a landlord is practically a full-time job. But here's the good news: you don't have to do it all yourself.
Enter property management services (like those offered by us, Ziprent):
We’ll take care of all the tenant screening, from background checks to credit reports, so you can be confident you're getting responsible renters.
We coordinate regular maintenance and handle those unexpected repair issues.
We act as a neutral third party between you and your tenant, which can be especially helpful in tricky situations like figuring out what falls under “normal wear and tear” versus damage.
We’ll make sure your rental unit is well-maintained and that your tenants are happy.
Better Rental Experience With Ziprent
Wear and tear is a part of doing business, but dealing with property damage and tenant disputes? That's a whole other level of stress.
Want to protect your investment and enjoy the benefits of being a landlord without the constant headaches?
Our expert property management team is your solution. We handle everything from finding reliable tenants to managing rental maintenance.
👉 Head to our property management services page, and let’s get this show on the road.