Renter’s Checklist for California: From Search to Move-Out
By Matthew Martinez, Founder, CEO & Managing Broker, Diamond Real Estate Group. California DRE #01869679.
A good renter’s checklist covers five stages: set a realistic budget, screen listings and landlords, read the lease line by line, document the unit’s condition on move-in day, and keep records until you get your deposit back. In California, several rules work in your favor, including a one-month cap on most security deposits and a 21-day deadline for landlords to return or itemize them.
The checklist below is organized in the order you will use it. It reflects California law as of October 2026 and adds notes for renters in Sonoma, Napa, Marin and the rest of the North Bay. It is general information, not legal advice. For a dispute, contact a local tenant-landlord program or an attorney.
1. Budget for the real monthly cost
- Rent: a common rule of thumb is to keep rent near 30 percent of gross income. Many landlords screen for income of two and a half to three times the rent.
- Utilities: ask which of water, sewer, garbage, gas, electric and internet are included. Rural rentals may add propane or well-pump electricity.
- Renter’s insurance: often required by the lease, and usually inexpensive compared with the cost of replacing belongings.
- Parking, storage and pet rent: get these in writing.
- Move-in cash: first month’s rent, the security deposit, screening fees, movers and any utility deposits.
If you are comparing renting with buying, our post on renting vs. buying lays out the trade-offs.
2. Know your must-haves before you search
Write down what you cannot do without and what would be nice. Typical items: bedrooms and bathrooms, commute time, parking, laundry, pets, outdoor space, and whether you need a quiet room to work from home. Rank them. It makes fast decisions easier when a good unit appears.
Commutes vary a lot in the North Bay. Highway 101 traffic and SMART train access can matter more than distance. Our guides to Santa Rosa and Sonoma County describe the towns and how they connect.
3. Search carefully and avoid scams
- Use established listing sites, property management companies and local brokers.
- Never send money before you have seen the unit in person (or through a trusted representative) and confirmed the person owns or manages it. County assessor or recorder records can confirm ownership.
- Be wary of rents far below the market, pressure to wire money, or a “landlord” who is out of the country.
- Screening fees in California are capped by statute and adjusted for inflation. The landlord must give you a receipt itemizing the costs, and cannot charge a fee when no unit is available within a reasonable time. You are also entitled to a copy of the credit report the landlord obtained.
4. Inspect the unit before you apply
Walk the unit with this list:
- Run every faucet and shower; check water pressure and hot water.
- Flush toilets and look under sinks for leaks or water damage.
- Test the stove, refrigerator, heat and any air conditioning.
- Look for mold, pests and moisture around windows.
- Check smoke and carbon monoxide alarms, door locks and window latches.
- Count electrical outlets and check cell signal and internet options.
- Visit at different times of day to hear traffic and neighbors.
Since January 1, 2026, California requires landlords to provide and maintain a working stove and refrigerator for leases entered into, amended or extended on or after that date. A tenant may agree in the lease to supply their own refrigerator, and can later reverse that with 30 days’ written notice. Recalled appliances must be repaired or replaced within 30 days of the landlord being notified of the recall.
5. Read the lease line by line
| Lease item | What to confirm |
|---|---|
| Term | Start date, end date, and what happens at the end (month-to-month or renewal) |
| Rent and fees | Due date, grace period, late fee, accepted payment methods |
| Security deposit | Amount, and what deductions are allowed |
| Rent increases | Whether the unit is covered by the state rent cap or a local ordinance |
| Repairs | How to request them and expected response times |
| Utilities | Who pays which ones, and how shared meters are split |
| Pets, guests, subletting | Rules, deposits and approvals |
| Entry | Notice the landlord gives before entering |
| Early termination | Any fees or notice requirements |
Ask for unclear clauses to be explained or changed in writing before you sign.
6. Understand the California rules that protect renters
Security deposits
For deposits collected on or after July 1, 2024, most landlords may charge no more than one month’s rent, furnished or unfurnished. A small-landlord exception allows up to two months when the owner is an individual (or an LLC of individuals) who owns no more than two residential rental properties with no more than four units in total. After you move out, the landlord has 21 days to return the deposit or send an itemized statement of deductions.
Photos at move-in and move-out
Since April 1, 2025, landlords must photograph the unit after you return possession and before repairs or cleaning they plan to deduct for, and again after the work. For tenancies starting on or after July 1, 2025, they must also photograph the unit at the start of the tenancy. Take your own photos and video too, with timestamps.
Rent caps and just cause
The Tenant Protection Act (AB 1482) limits annual increases on many units to 5 percent plus local inflation, with a 10 percent maximum, and requires a valid reason to end a tenancy after 12 months. Some single-family homes and condos are exempt if they are not owned by a corporation and the lease includes the required exemption notice. Several cities have their own stricter rules, so check with your city.
7. Move-in day checklist
- Do a walk-through with the landlord or manager using a written checklist, and both sign it.
- Photograph every room, including floors, walls, appliances and inside cabinets.
- Note existing damage in writing and email it so there is a dated record.
- Test locks, alarms and appliances again.
- Set up utilities and internet in your name where required.
- Update your address with the post office, banks, employer, DMV and insurers.
- Sign up for your county’s emergency alerts and learn your evacuation zone. Wildfire season matters in much of the North Bay.
8. During the lease and at move-out
- Make repair requests in writing and keep copies.
- Pay rent in a traceable way.
- Give written notice of move-out as the lease requires.
- Ask for a pre-move-out inspection so you can fix issues before you leave.
- Clean, photograph the empty unit and return all keys.
- Give a forwarding address in writing for the deposit.
Questions people ask
How much can a California landlord charge for a security deposit?
For deposits collected since July 1, 2024, usually no more than one month’s rent. Qualifying small landlords may charge up to two months.
How long does a landlord have to return my deposit?
Twenty-one days after you move out, along with an itemized statement for any deductions.
Does my landlord have to provide a refrigerator?
For leases signed, amended or extended on or after January 1, 2026, yes, unless you agree in the lease to supply your own. A working stove is also required.
When does renting stop making sense?
When you plan to stay several years, have stable income and savings, and the monthly cost of owning is close to your rent. Our list of signs you are ready to buy can help you decide.
When you are ready to move from renting to owning, we can walk you through the numbers and the process. Start with our first-time homebuyer’s guide to Sonoma or talk with us about buying.
Sources & notes
- Security deposits: California and San Francisco rules (City and County of San Francisco Rent Board)
- FAQ: AB 1482, California Tenant Protection Act (City of Alameda Rent Program)
- AB 628 (Chapter 342, Statutes of 2025), chaptered text (California Legislature, via LegiScan)
- California Civil Code section 1950.6, application screening fees
Last reviewed October 2026 by Matthew Martinez.
