How to Do a Rental Move-In and Move-Out Inspection
A move-in inspection takes about an hour. It can save you a long argument months or years later. When a tenant moves out and there's a stain on the carpet or a crack in a window, the first question is always the same: "Was that already there?" A signed checklist from move-in day answers it.
Free printable for this guide: Move-In / Move-Out Inspection Checklist
Here's a simple way to run both inspections so they're fair, quick and well documented.
Why the inspection matters
Most disagreements about security deposits come down to the condition of the unit. Without a record, it's your memory against your tenant's. With a dated, signed checklist and photos, you both have the same facts.
A good inspection also helps the tenant. It shows them you're organized and fair, and it protects them from being charged for damage they didn't cause. That sets a good tone for the whole tenancy.
Deposit rules, including deadlines for returning deposits and what you can deduct, vary by state and city. Check your local rules.
Before move-in: get the unit ready
Do your own walkthrough a few days before the tenant arrives, so you have time to fix anything you find. Then:
- Test the safety basics. Press the test button on every smoke alarm. The U.S. Fire Administration recommends testing smoke alarms monthly and replacing them 10 years after their manufacture date.
- Check that everything works. Faucets, toilets, outlets, lights, appliances, heat, air conditioning, doors, windows and locks.
- Clean thoroughly. A clean unit at move-in makes it fair to expect a clean unit at move-out.
- Pre-1978 buildings. If your rental was built before 1978, federal rules generally require you to give tenants lead-based paint disclosures and the EPA pamphlet Protect Your Family From Lead in Your Home before they sign the lease.
On move-in day: walk through together
Do the inspection with your tenant whenever you can. Go room by room and write down the condition of each item: walls, floors, ceilings, windows, doors, fixtures, appliances, cabinets and closets.
Tips that make the record more useful:
- Be specific. "Small scratch on floor near closet, about 2 inches" is much better than "floor OK."
- Take dated photos or video. Get wide shots of each room and close-ups of any existing damage. Save them somewhere you won't lose them.
- Note counts. Write down how many keys, remotes and parking passes you hand over.
- Record meter readings if utilities are transferring.
- Sign and date it together. Give the tenant a copy and keep one for your files.
If the tenant can't do the walkthrough with you, give them the checklist and a few days to add their own notes, then have them sign and return it.
At move-out: compare, don't guess
Use the same checklist so you're comparing like with like. Walk through after the tenant has removed their belongings, ideally with them present. Note anything that's different from move-in, and photograph it from the same angles as before.
Keep in mind the difference between normal wear and tear (faded paint, light scuffs, carpet worn from regular walking) and actual damage (holes in walls, burns, broken fixtures). What counts as which, and what you can charge for, depends on your state and city rules, so check your local rules before making deductions.
Collect all keys and remotes, and get the tenant's forwarding address in writing so you know where to send their deposit and any itemized list.
Keep your records organized
Store the signed checklists, photos and any repair receipts together in one place for each unit. If you're ever asked about a deduction, you'll have everything in one folder.
Get the free checklist: Our Move-In / Move-Out Inspection Checklist covers every room on 3 pages, with spaces for move-in and move-out notes side by side and signature lines for you and your tenant. Download it free here.
When something needs fixing during the tenancy, track it with our Maintenance Request Form + Repair Log, and keep everyone's details handy on the Tenant Contact Sheet.
FAQ
Does the tenant have to sign the inspection checklist?
It's best practice to have both of you sign and date it, so neither side can later say they didn't see it. Some states and cities have specific rules about move-in condition reports, so check your local rules.
Are photos enough on their own?
Photos are great, but a written checklist makes them easier to understand. Use both: the checklist says what you saw, and the photos show it.
How long should I keep move-in and move-out records?
Keep them at least until the deposit is fully settled. Many landlords keep them longer, since deposit rules and time limits for claims vary by state.
The LandlordPrintables team
This article is general information, not legal or tax advice. Laws vary by state and city, so check your local rules.
Sources: U.S. Fire Administration, Smoke Alarms; U.S. EPA, What if I am renting target housing? and Lead-Based Paint Disclosure Rule.