Move-In Apartment Checklist: What to Document Before You Sign a Lease
The short answer
Documenting your apartment condition at move-in protects you from unjust security deposit deductions. Here's a room-by-room checklist with everything to inspect and how to record it.
The days between signing your lease and moving in are crucial. Documenting the condition of your new apartment before move-in is one of the most important steps renters overlook — and one that can protect you from wrongful security deposit deductions when you leave.
Why a Move-In Checklist Matters
Without documentation, it's your word against the landlord's when you move out. If your landlord claims you caused damage that was already there, you have no proof. A thorough move-in inspection with photos, video, and a signed checklist creates an undeniable record.
The Complete Move-In Checklist
Before You Enter
- Take exterior photos of the building entrance, parking area, and common areas
- Check that all keys, key fobs, and garage openers are provided and working
- Confirm mailbox key and any storage unit access
Kitchen
- All appliances (refrigerator, stove, dishwasher, microwave) — test each one
- Sink: check for drips, drainage speed, under-sink cabinet condition
- Cabinets: check hinges, handles, interior condition
- Countertops: note any chips, stains, or burns
- Garbage disposal: test it
Bathrooms
- Toilet: flush test, seat condition, base for any cracks or wobble
- Shower/tub: test water pressure, drain speed, check grout for mold
- Sink: check faucet, drainage, under-sink condition
- Exhaust fan: test
- Towel bars and toilet paper holder: note any loose fixtures
- Tiles: note any cracks or missing grout
Bedrooms and Living Areas
- Walls: note all scuffs, holes, paint chips, or stains
- Floors: check for scratches, warped boards, stained carpet
- Windows: test locks, look for broken seals (foggy glass), screen condition
- Window treatments: blinds and curtains in working order?
- Closets: check doors, rods, shelving
- Light fixtures and ceiling fans: test each one
- Electrical outlets: test with a phone charger
- HVAC: test heating and cooling, note filter condition
General
- Smoke detectors: test each one
- Carbon monoxide detectors: test
- Doorbell: test
- Door locks: test all exterior and interior door locks
- Garage door (if applicable): test
- Water heater: note age and condition (usually on a label)
How to Document Everything
- Take timestamped photos and video of every room, focusing on any existing damage. Use your phone — the timestamp is important.
- Complete a written move-in checklist — many states require landlords to provide one. If not, use a free template online.
- Have the landlord or property manager co-sign the checklist acknowledging the apartment's condition at move-in.
- Email yourself and the landlord your documentation so there's a dated electronic record.
- Request repair of anything broken in writing (email) before you move in.
What Happens If You Don't Do This?
Without documentation, landlords can charge you for pre-existing damage when you move out. Common claims include:
- Carpet stains (from the previous tenant)
- Wall scuffs or holes (ditto)
- Broken blinds or fixtures
- Missing items (like light bulbs or shower curtain rods)
With photos and a signed checklist, you can dispute these claims — and often win.
Get Verified Before You Move In
The best way to start your tenancy on the right foot is to be a verified, trusted tenant from day one. Get your Settl Verified Passport before you apply — landlords who verify your income and identity upfront are often more professional and responsive throughout your tenancy.
Settl Editorial
Settl Editorial
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