The move-in inspection is the foundation of a fair security deposit process. When both sides document the unit’s condition on day one, there’s far less to argue about at move-out. Here’s a practical room-by-room checklist.
Before you start
- Schedule the walkthrough before furniture moves in, if possible.
- Bring a printed or digital checklist, a phone with plenty of storage, and good lighting.
- Turn on date stamps or keep the original photo files, which carry metadata.
Room-by-room checklist
Entry and living areas: walls (holes, scuffs, paint), floors and carpets (stains, tears), windows (cracks, locks, screens), blinds, light fixtures, outlets, smoke detectors.
Kitchen: refrigerator (seals, ice maker, temperature), stove and oven (all burners), dishwasher (run a short cycle), microwave, sink and faucet (leaks under the sink), cabinets and drawers, countertops (burns, chips), garbage disposal.
Bathrooms: toilet (flush, leaks, wobble), sink and tub drains, caulk and grout (mold), shower pressure, exhaust fan, mirrors, towel bars.
Bedrooms: closet doors and tracks, walls, flooring, windows.
Systems: HVAC operation and filter condition, water heater (visible leaks), electrical panel labels, washer and dryer if provided.
Exterior (if applicable): doors and locks, patio or balcony, landscaping expectations, parking, mailbox keys.
How to document
- Take a wide photo of each room from the doorway, then close-ups of anything damaged.
- Record a slow video walkthrough narrating what you see.
- Write short, specific notes: “3-inch scratch on kitchen counter left of sink,” not “some scratches.”
- Count keys, remotes, and access cards.
- Note meter readings if utilities transfer.
Sign and share
Both landlord and tenant should sign and date the checklist. If the landlord isn’t present, the renter should email the checklist and photo link to the landlord the same day. That timestamped email is valuable evidence.
Store it for later
Keep copies in cloud storage until the deposit is fully settled after move-out. Many landlord software platforms store inspection reports in the tenant portal.
Why it matters
Under most state laws, landlords can deduct for damage beyond normal wear and tear but not for pre-existing issues. A thorough move-in record is the clearest way to tell the difference. Learn more in our guide to security deposit rules.
Rental Brief provides general information, not legal, tax, insurance or financial advice. Laws vary by location and change over time; verify current rules and consult a licensed professional. See our Disclaimer.
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