What Is Move-In Checklist?

Why the Move-In Checklist Is Your Best Legal Protection

Here is a scenario every landlord faces eventually: a tenant moves out, you find damage, and you deduct from the security deposit. The tenant claims the damage was already there when they moved in. Without a signed move-in checklist and photos, who wins that argument? The tenant. Almost every time.

Judges in small claims court want documentation. "I know it was not like that when they moved in" is not documentation. A signed checklist with dated photos from move-in day is documentation. This single form protects thousands of dollars in potential deposit disputes over the life of a rental property.

Some states (Arizona, Georgia, Washington, and others) legally require move-in condition reports. But even in states where it is not required, skipping it is like driving without insurance. You might be fine for a while, but when something goes wrong, you have no protection.

What to Include on Your Checklist

Go room by room and document everything. For each room, cover:

• Walls: Scuffs, nail holes, paint condition, cracks
• Floors: Scratches, stains, worn areas, loose tiles
• Ceiling: Stains, cracks, paint peeling
• Windows: Cracks, screens intact, locks working, blinds condition
• Doors: Scratches, dents, hinges, locks working
• Outlets and switches: All working, cover plates intact
• Light fixtures: Working, clean, bulbs present
• Closets: Doors, shelving, rods intact

For kitchen and bathrooms, add: appliance condition and operation, countertops, cabinets, faucets, drains, toilet operation, tub/shower condition, exhaust fans, and caulking.

For exterior areas: patio/deck condition, landscaping, garage door operation, fencing, and any storage areas.

How to Conduct the Move-In Walk-Through

Step 1: Complete the make-ready first. Do not walk through with the tenant until the unit is fully cleaned, painted, and repaired. You want the unit in the best possible condition because this is your starting baseline.

Step 2: Walk through together. Schedule 30-45 minutes with the tenant to go room by room. Let them point out anything they notice. This collaborative approach builds trust and prevents "I told you about that" arguments later.

Step 3: Take photos of everything. Photograph every room from multiple angles. Photograph any pre-existing issues close-up. Include at least 50-100 photos for a typical apartment. Make sure your phone's timestamp feature is enabled.

Step 4: Test everything. Turn on every faucet (hot and cold), flush every toilet, run the dishwasher, test the garbage disposal, turn on the oven and all burners, check the HVAC in both heating and cooling mode, and test every smoke and CO detector.

Step 5: Both parties sign and date. Once the walk-through is complete, both you and the tenant sign the checklist. Give the tenant a copy immediately. Keep your signed original in the tenant's file.

Real Example: How the Checklist Pays Off

At move-in, you and your tenant document that the kitchen countertop has a 2-inch chip near the sink (noted and photographed). The living room carpet has a small stain near the front door (noted and photographed). Everything else is in good condition.

Two years later, the tenant moves out. During the move-out inspection, you find: the countertop chip (pre-existing, no deduction), the carpet stain near the door (pre-existing, no deduction), three new large holes in the bedroom wall ($150 deduction), and a broken bathroom towel bar ($50 deduction).

You deduct $200 from the $1,400 deposit and return $1,200 with an itemized statement. The tenant gets the checklist copy showing the pre-existing issues were already documented and cannot dispute those. The new damage is clearly not on the move-in report. Clean, fair, defensible.

Without the checklist? The tenant could claim all four issues were pre-existing. You would have no evidence to support your deductions. You would likely lose in small claims court and owe the full deposit back.

Common Mistakes

Rushing through it. A 5-minute walk-through misses details. Budget 30-45 minutes and be thorough. The time you invest now saves hours in disputes later.

Not taking photos. A written checklist that says "walls good" is weak evidence. Photos showing clean, undamaged walls are strong evidence. Always supplement the written checklist with comprehensive photos.

Not noting pre-existing issues. If there is a scratch on the floor or a dent in the fridge, write it down. Documenting existing imperfections protects you from tenants claiming you are trying to charge them for damage that was already there.

Not giving the tenant a copy. In many states, you are required to provide a copy. Even where it is not required, giving the tenant a copy shows good faith and prevents them from claiming they never saw or signed the document.

Frequently Asked Questions

Can a tenant add notes after the walk-through?

Yes, and you should encourage it. Give tenants 3-7 days after move-in to note anything they discover that was missed during the walk-through. Have them submit additions in writing. This actually protects you by creating a complete record.

What if a tenant refuses to sign the checklist?

Document that the tenant declined to sign, note the date, and complete the checklist yourself with photos. Some landlords include a clause in the lease requiring participation in the move-in inspection. If the tenant refuses, the documented inspection still serves as your record.

Should I use a paper or digital checklist?

Either works. Digital checklists are easier to store, share, and search. Paper is simpler and does not require technology during the walk-through. Many landlords use a paper checklist during the walk-through and then scan it for digital storage.