Move-In Checklist for Landlords: Document Everything Before Day One

The move-in inspection is the most important 30 minutes of any tenancy. Done correctly it protects you from false damage claims, protects the tenant from unfair deductions, and gives both parties a clear baseline for the condition of the property. Done incorrectly — or skipped entirely — it creates the conditions for every security deposit dispute.

---

Why the Move-In Inspection Matters

When a tenant moves out you compare the condition of the unit to its condition when they moved in. Any damage beyond normal wear and tear can be deducted from the security deposit. Without a documented move-in condition you have no baseline to compare against.

Without a move-in inspection:

• Tenant claims the carpet was already stained when they moved in
• You claim they caused the stain
• No documentation exists to resolve the dispute
• Court tends to side with the tenant when documentation is absent

With a signed move-in inspection report:

• The carpet condition at move-in is documented with photos and tenant signature
• If the stain wasn't on the move-in report the tenant caused it
• The dispute resolves in minutes not court dates

---

When to Conduct the Inspection

Conduct the move-in inspection before the tenant moves any belongings in — ideally on the day they receive the keys, before they've touched anything.

Walking through an empty unit takes 20-30 minutes. Walking through a unit full of furniture takes twice as long and makes photographing existing conditions much harder.

---

The Complete Move-In Checklist

General Property Exterior

• Foundation — no major cracks or settling
• Exterior walls — no damage, paint condition noted
• Roof visible condition — no obvious damage
• Gutters and downspouts — attached and clear
• Driveway and walkways — condition noted
• Landscaping — condition noted
• Exterior lighting — all fixtures working
• Mailbox — condition and lock working

Entry and Common Areas

• Front door — condition, lock working, key provided
• Door frame — no damage
• Doorbell — working
• Hallways — condition of walls, floors, lighting
• Stairs — condition, handrail secure

Living Room

• Walls — note any holes, scuffs, stains
• Ceiling — note any water stains, cracks
• Floors — type and condition noted (hardwood, carpet, tile)
• Windows — condition, open/close properly, screens present
• Window treatments — blinds or curtains condition
• Electrical outlets — count and test
• Light fixtures — working
• Ceiling fan — working (if present)
• Fireplace — condition (if present)

Kitchen

• Walls and ceiling — condition
• Floor — condition
• Cabinets — interior and exterior condition, hardware working
• Countertops — condition, no burns or chips
• Sink — no leaks, drain working, faucet working
• Garbage disposal — working (if present)
• Refrigerator — working, clean, ice maker working (if present)
• Stove/oven — all burners working, oven working, clean
• Dishwasher — working (if present)
• Microwave — working (if present)
• Exhaust fan — working
• Window above sink — condition

Bathrooms (repeat for each)

• Walls — condition, tile condition, grout condition
• Floor — condition
• Toilet — flushes properly, no running, seat condition
• Sink — no leaks, drain working, faucet working
• Bathtub/shower — condition, drain working, caulk condition
• Shower door or curtain rod — condition
• Mirror — condition
• Vanity/cabinet — condition
• Exhaust fan — working
• Towel bars — secure
• Light fixture — working

Bedrooms (repeat for each)

• Walls — condition
• Ceiling — condition
• Floor — condition
• Closet — doors working, interior condition
• Windows — condition, open/close properly, screens
• Window treatments — condition
• Electrical outlets — test
• Light fixture — working
• Ceiling fan — working (if present)
• Door — closes and latches properly

Laundry Area

• Washer — working (if provided)
• Dryer — working (if provided)
• Connections — water supply, drain, electrical/gas
• Exhaust vent — clear and connected
• Floor drain — clear

Utility Systems

• Heating system — working, thermostat functional
• Air conditioning — working (if provided)
• Water heater — no leaks, adequate hot water
• Electrical panel — labeled, no tripped breakers
• Plumbing — no visible leaks anywhere
• HVAC filter — note condition, provide new filter

Safety Items

• Smoke detector — test each one, note locations
• Carbon monoxide detector — test, note locations
• Fire extinguisher — present and charged (if provided)
• Emergency exits — clear and accessible
• Window stops/guards (if required by local code)

Keys and Access

• Number of keys provided — document count
• Mailbox key — provided
• Garage door opener — provided (if applicable)
• Gate code or key — provided (if applicable)
• Common area keys — provided (if applicable)

---

How to Document Properly

Photography

Photograph every room and every item on the checklist. Specific guidance:

• Take more photos than you think you need. You can always delete extras but you can't recreate a pre-tenancy photo after the fact.
• Photograph from multiple angles. One photo of a room, plus close-ups of anything noteworthy.
• Capture existing damage clearly. If there's a scuff on the wall photograph it specifically so it's on the record.
• Use your phone's timestamp feature. Modern smartphone photos embed date and time in the metadata automatically.
• Photograph every room in sequence. Entry → living room → kitchen → each bathroom → each bedroom → utility areas.

The Checklist Document

The written checklist and the photos work together. The checklist describes conditions in writing; the photos document them visually. Both are needed for a complete record.

Rate each item: Good / Fair / Poor / N/A

Note specific conditions in writing: "Living room carpet — Good, small existing stain near east wall (see photo #7)"

The Tenant Signature

The move-in inspection is only useful if the tenant has reviewed and signed it. Walk through the unit together. Give the tenant the opportunity to note anything they observe. Then both parties sign.

Give the tenant a copy. This is required in some states and best practice everywhere.

---

The Move-Out Comparison

At move-out conduct a second inspection using the same checklist. Compare move-out condition to move-in condition item by item. Any deterioration beyond normal wear and tear is potentially deductible from the security deposit.

Normal wear and tear (not deductible):

• Minor scuffs on walls from furniture
• Carpet worn from foot traffic
• Small nail holes from pictures
• Faded paint from sunlight

Damage beyond normal wear (deductible):

• Large holes in walls
• Burns or stains in carpet
• Broken fixtures
• Missing items that were present at move-in

---

TameMove — Digital Move-In Inspections

TameRent's TameMove inspection tool (coming soon) generates a timestamped photo report signed by both parties — the exact documentation you need if a deposit dispute goes to court.