Move-In Cost Calculator

What Goes Into Move-In Costs

A typical move-in collection includes several distinct charges, each serving a different purpose. Understanding what each one covers helps you explain them clearly to prospective tenants and ensures you're collecting everything you're entitled to upfront.

Prorated First Month's Rent

If a tenant moves in on any day other than the 1st, you collect only the prorated portion of the month using the calendar-day method. The following month, they pay the full amount on the 1st. Collecting the prorated amount at lease signing (rather than on move-in day) is best practice.

Security Deposit

Held in a separate account and returned (minus documented deductions) at move-out. Most states cap this at 1–2 months' rent. The deposit is not income — it's held in trust for the tenant and must be returned within your state's required deadline.

Last Month's Rent

Some landlords collect the last month's rent upfront to protect against a tenant who stops paying and then uses the security deposit as their last month. Not all states allow this practice or permit collecting both a security deposit and last month's rent above certain limits — verify your state's rules.

Move-In Best Practices

• Collect everything before handing over keys. Never give a tenant possession of the unit before all move-in funds have cleared. Personal checks can bounce — certified checks or electronic transfers are safer.
• Provide an itemized receipt. Give the tenant a written receipt that breaks down every charge collected. This protects both parties and sets a professional tone for the tenancy.
• Conduct and document the move-in inspection together. Walk through the unit with the tenant and complete a move-in checklist signed by both parties. Take date-stamped photos. This is your baseline for any security deposit deductions at move-out.
• Put the security deposit in a dedicated account immediately. Many states require this and have strict rules about how deposit funds are held and what interest (if any) must be paid to the tenant.
• Be transparent about what each charge is for. Tenants who understand why they're paying each amount are less likely to dispute charges and more likely to care for the property. A short explanation of the deposit, prorated rent, and any other charges goes a long way.

Frequently Asked Questions

Can I collect first month, last month, and a security deposit?

It depends on your state. Some states (like California) effectively limit total upfront collections to 2 months' rent for unfurnished units, which means you can't collect a full security deposit plus last month's rent plus first month without exceeding the cap. Other states have no limit. Always verify your state's rules before determining what to collect.

Is a pet deposit refundable?

In most states, pet deposits are treated like security deposits — they're refundable if no pet damage occurred. A non-refundable pet fee (distinct from a deposit) may be allowed by your state but must be clearly labeled as non-refundable in your lease. Some states don't allow non-refundable fees at all.

When should move-in funds be collected?

Best practice is to collect all move-in funds at lease signing, before the tenant takes possession. This eliminates the risk of a tenant moving in without having paid. If you collect at move-in rather than signing, ensure all funds have cleared before handing over keys.