Move-In Inspection Checklist: What to Document (Room by Room)

Most security deposit disputes come down to one question: what did the unit look like on day one? A careful move-in inspection, done with your tenant and backed by dated photos, answers it. It's fairer to the tenant, it protects you, and it turns move-out into a simple comparison.

When and how to do the inspection

• Timing: after cleaning and repairs, and before the tenant moves anything in.
• Together: walk through with the tenant if you can. If they can't attend, give them the completed report and a set number of days to add written comments.
• Specific, not vague: "2-inch scratch on hardwood by the bedroom window" beats "floors OK."
• Codes: use simple condition codes such as New, Good, Fair, Poor, Damaged and Missing.
• Photos and video: wide shot of each room, then close-ups of anything not in good condition. Keep the files' original dates.
• Sign and share: both sign, the tenant gets a copy, and you keep the original with the lease file.

Room-by-room move-in checklist

Entry & living areas

• Front door, locks, deadbolt, peephole
• Walls, paint, ceiling (stains, cracks, holes)
• Floors and carpet (stains, wear, damage)
• Windows, screens, locks, blinds
• Light fixtures, switches, outlets
• Closets, doors, baseboards, vents

Kitchen

• Cabinets, drawers, countertops
• Sink, faucet, drain, garbage disposal
• Stove/oven (every burner), range hood fan
• Refrigerator/freezer (temperature, seals, shelves)
• Dishwasher and microwave (run them)
• Floor, walls, lights, outlets

Bedrooms

• Door and lock, walls, ceiling, floors
• Windows, screens, coverings
• Closet doors and shelving
• Lights, ceiling fan, outlets
• Smoke detector (test it)

Bathrooms

• Toilet (flush, seat, base), sink, faucet, drain
• Tub/shower, caulking, grout, shower head, door or rod
• Vanity, mirror, towel bars
• Exhaust fan, lights, GFCI outlets

Laundry, systems & safety

• Washer, dryer and dryer vent
• Water heater and HVAC (visible condition, filter)
• Thermostat
• Smoke and carbon monoxide detectors in every required location (test them together)
• Fire extinguisher, if provided

Exterior

• Garage door and opener, driveway, walkways, steps
• Porch, deck or patio, fences, gates
• Yard and landscaping, exterior lights, mailbox, trash bins

Also record

• Keys, fobs and remotes handed over (count them)
• Meter readings, if utilities transfer
• The date, both names and the unit address on every page

Move-out: compare, don't argue

At move-out, use the same checklist and photograph the same angles. For each item that changed, ask whether it's normal wear and tear (gradual deterioration from ordinary use, such as light scuffs or minor carpet wear) or damage beyond that. Definitions and what you can deduct depend on state law. So do the deadline for returning the deposit or sending an itemized statement.

General information only, not legal advice. Security deposit and move-in/move-out requirements vary by state and city. Check your local law or consult a qualified attorney.