What Is a Move-In/Move-Out Inspection Report?
The short answer
A move-in inspection report (sometimes called a dilapidation report) is your protection against unfair security deposit deductions. Here is how it works.
What Is a Move-In/Move-Out Inspection Report?
A move-in inspection report — sometimes called a move-in checklist, condition report, or (in some markets) a dilapidation report — documents the condition of a rental unit at the time you move in. It is one of the most important documents in the rental process and your primary protection against unfair security deposit deductions.
Why It Matters
The security deposit dispute problem is almost entirely a documentation problem.
When you move out, the landlord compares the current condition to the move-in condition. Any damage "beyond normal wear and tear" is deducted from your deposit.
Without a documented move-in condition, every mark, scratch, and stain becomes a he-said-she-said dispute. With documented proof, you have clear evidence of what was there before you arrived.
What a Good Move-In Report Covers
A complete move-in inspection should document every room:
Living areas and bedrooms:
- Wall condition (scuffs, holes, marks)
- Floor condition (scratches, stains, damage)
- Ceiling (cracks, water stains)
- Window condition and function (locks, seals, screens)
- Door condition and function (hinges, locks, handles)
- Light fixtures and switches (working, broken)
- Closet condition
Kitchen:
- Appliance condition (refrigerator, stove, dishwasher, microwave)
- Cabinet and drawer condition
- Counter condition (chips, burns, stains)
- Sink (drains, faucet, garbage disposal)
Bathrooms:
- Toilet (cracks, flush function)
- Tub/shower (grout, caulk, condition)
- Sink (drain, faucet)
- Mirror and medicine cabinet
- Ventilation fan
Other:
- Balcony/patio condition
- Parking space condition
- Storage unit condition
- Common area access features
The Proper Process
Step 1: Walk through the unit before moving anything in. Bring a pen and the landlord's checklist (or your own).
Step 2: Note every imperfection — even small ones. Write them on the inspection form with specific location descriptions.
Step 3: Take timestamped photos and video of every room and every noted item. Your phone timestamps photos automatically.
Step 4: Complete the form and have both you and the landlord sign it. Keep a copy.
Step 5: Email your photos to the landlord the same day: "Attaching move-in condition documentation per today's inspection." This creates an independently timestamped record.
What If the Landlord Does Not Provide a Checklist?
Make your own. Download a template, or simply use your phone's notes app and a camera. The goal is documentation — the format is secondary.
Some states (California, Michigan, Hawaii, and others) legally require landlords to provide a move-in checklist. Failing to do so can affect their ability to make security deposit deductions.
Using the Report at Move-Out
When you move out:
- Pull out your move-in documentation
- Compare current condition to documented move-in condition
- Photograph anything that changed
- Reference the move-in documentation in any deposit dispute
Your photos are timestamped evidence. The landlord's claims about pre-existing damage are not.
Digital Tools
Some landlords use apps (MoveInspect, Snapfix, Buildium) for digital inspection forms. If yours does not, consider:
- Google Forms or similar — create your own checklist, share via link
- Timestamped photo email — simple and legally defensible
- Video walkthrough — the most comprehensive single artifact
A verified financial profile and documented move-in condition are both protection against future disputes. Get your Settl Verified Passport to start every rental relationship on solid footing.
Settl Team
Settl Editorial
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