How to Do a Move-In Inspection (With Checklist)
The short answer
How to do a move-in inspection: what to check, how to document damage, and how to protect yourself from deposit disputes at move-out.
How to Do a Move-In Inspection (With Checklist)
The move-in inspection is your most important legal document as a landlord. Without it, you have no way to prove what condition the unit was in before the tenant moved in — which means you have almost no basis for deposit deductions when they move out.
Tenants know this. A common move-out strategy for tenants who left the unit in poor condition is simply to claim everything was pre-existing. Without a signed, dated, photo-documented move-in inspection, they're often right.
Here's how to do it properly.
When to Do It
Complete the move-in inspection with the tenant present before or on the day they move in — ideally before their belongings are inside. Both you and the tenant should walk through together, agree on the condition of each item, and sign the form.
If the tenant insists on doing it themselves, at minimum require them to return the signed form within 24–48 hours and document that you sent it to them.
What to Document
Go room by room. For each room, document the condition of:
Walls and Ceiling
- Scuffs, marks, holes
- Paint condition
- Water stains or damage
Floors
- Scratches or gouges in hardwood
- Stains in carpet (note exact location)
- Cracked or broken tiles
Windows and Blinds
- Cracks in glass
- Condition of screens
- Blinds or curtains (bent, broken, stained)
Doors and Locks
- Condition of door surfaces
- Locks and deadbolts functioning
- Closet doors
Kitchen
- Appliances: stove, oven, refrigerator, dishwasher (functioning? cosmetic damage?)
- Cabinets and drawers (interior and exterior)
- Countertops (chips, stains, burns)
- Sink and faucet
- Garbage disposal
Bathrooms
- Toilet (functioning, seat condition)
- Sink and faucet
- Shower/tub (caulk condition, grout, any cracks)
- Exhaust fan
- Cabinet interiors
Lighting
- All bulbs working
- Fixture condition
Outlets and Switches
- All functioning
- Plates intact
Heating and Cooling
- Thermostat functioning
- Vents clean
Other
- Smoke detectors (test them during inspection)
- Carbon monoxide detectors
- Garage door (if applicable)
- Outdoor areas (patio, storage)
How to Document It: Photos + Form
A written form alone is not enough. You need dated photographs of every room and every documented condition.
Photo documentation tips:
- Use your phone — timestamps are automatic
- Photograph from multiple angles
- Get close-ups of any damage noted
- Photograph appliance serial numbers
- Include a photo of the signed inspection form with the date visible
Some landlords use video to supplement photos. Walk through the unit on video, narrating what you see.
The inspection form: Use a written form that lists each room and item with checkboxes (Excellent / Good / Fair / Poor / Damaged) and a notes field. Both landlord and tenant sign at the bottom. Each party keeps a copy.
Free templates: TurboTenant, NOLO, and most state landlord associations provide free move-in inspection forms.
What Happens If Tenant Finds New Damage After Moving In?
Give tenants 24–72 hours after move-in to report any additional items they notice. Set this expectation in writing before they move in, and specify the deadline clearly. Any damage reported after that window is presumed to have occurred after move-in.
Send the tenant a message confirming their move-in and reminding them of the deadline for additional notes. This creates a record.
At Move-Out: Use the Same Checklist
Do the move-out inspection within 24 hours of the tenant vacating, using the same form. Compare directly. Any condition that's worse than documented at move-in (beyond normal wear and tear) is a potential deduction.
Normal wear and tear (not deductible):
- Light scuffs on walls from furniture
- Minor carpet wear in traffic areas
- Small nail holes from standard picture hanging
- Faded paint after several years
Beyond normal wear and tear (deductible):
- Large holes in walls
- Burns or deep stains on carpet
- Broken fixtures
- Significant pet damage
- Excessive filth requiring professional cleaning
Deposit Deduction Rules
After move-out, you typically have 14–30 days (varies by state) to return the deposit or send an itemized written list of deductions. Keep all repair receipts. Failure to follow procedure in most states means forfeiting your right to any deductions.
How Thorough Screening Reduces Move-Out Problems
Good tenants tend to leave units in good condition. Bank-verified income and rental history verification through Settl help you place tenants who have a documented track record of responsible tenancy — which reduces the likelihood you'll need to fight a deposit dispute in the first place.
Settl Team
Settl Editorial
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