Summary

28 items · 45–90 minutes

Why a Move-In Inspection Matters

Your security deposit — often equal to one or two months' rent — is at stake from the moment you pick up the keys. Without a documented record of your rental's condition at move-in, you have little recourse when a landlord deducts for damage that was already there when you arrived.

A move-in inspection report creates a shared, signed baseline. It protects you from being held responsible for someone else's wear and tear, and it gives your landlord a clear record too. As explained in our guide to what landlords can and cannot keep from your security deposit, documented pre-existing damage is generally not deductible — but only if you can prove it existed before you moved in.

If you're brand new to renting, this step fits into the broader process covered in The First-Time Renter's Roadmap. Think of the inspection as your final due-diligence step before settling in.

Required

Smartphone or Digital Camera

Capture timestamped photos and video of every room and any pre-existing damage.

Required

Written Inspection Form

Provide a room-by-room written record that both tenant and landlord can sign.

Required

Flashlight or Headlamp

Illuminate closets, utility spaces, and under-sink areas where lighting is limited.

Required

Small Plug-In Device or Phone Charger

Test every electrical outlet in the unit to confirm it is functional.

Required

Cloud Storage or Email

Back up all photos and written records off-device for safekeeping throughout your tenancy.

Optional

Tape Measure

Measure rooms and doorways to confirm furniture will fit before move-in day.

How to Use This Checklist

Walk through every room systematically before you bring in a single box. Bring your phone or a camera, the checklist below, and ideally a second set of eyes. For each item, note its condition using simple terms: Good, Fair, or Damaged — and describe any damage specifically (e.g., "3-inch scratch on hallway baseboard, lower right").

Photograph or video every room from multiple angles, including close-ups of any damage. Name your files by room and date. Once complete, submit a copy to your landlord in writing — email creates a time-stamped record — and ask them to countersign the report. Keep your signed copy somewhere safe for the duration of your lease.

Don't Skip the Landlord Co-Signature

An inspection report you've completed alone carries far less weight in a dispute than one your landlord has reviewed and signed. If your landlord is unavailable on move-in day, submit the completed report by email immediately after your walkthrough and ask for written acknowledgment. A time-stamped email trail can serve as supporting evidence if disputes arise later.

Not sure what questions to ask your landlord during or after the inspection? Our article on questions worth asking a landlord before you commit covers what to raise before and at signing.

Before You Walk In

Obtain the landlord's move-in inspection form, or prepare your own written checklist to bring on inspection day. Must
Charge your phone or camera fully so you can photograph every room without interruption. Must
Confirm the date, time, and whether the landlord or property manager will be present during the walkthrough. Should
Bring a flashlight to check inside closets, under sinks, and in poorly lit utility areas. Should

Walls, Floors, and Ceilings

Check all walls for holes, cracks, scuffs, stains, or peeling paint and note the location of each. Must
Inspect flooring for scratches, stains, broken tiles, warping, or loose carpet seams in every room. Must
Look at ceilings for water stains, cracks, or discoloration that could indicate a past or ongoing leak. Must
Test that all doors and windows open, close, and lock properly without sticking or gaps. Must

Kitchen

Test all stove burners, oven functions, and the range hood fan and light. Must
Run the dishwasher through a short cycle and check for leaks beneath it. Should
Inspect the interior of the refrigerator and freezer for cleanliness, damage, and proper temperature operation. Must
Check under the sink for moisture, mold, or evidence of past leaks around the plumbing. Must
Test the garbage disposal if present, and run water to confirm the sink drains at normal speed. Should

Bathrooms

Flush the toilet to confirm it operates correctly and check the base for any discoloration or soft flooring. Must
Run the shower and all faucets to test water pressure and hot water availability. Must
Inspect caulking around the tub, shower, and sink for gaps, mold, or deterioration. Should
Check under the bathroom sink and around the toilet base for signs of moisture or past water damage. Must

Electrical, Plumbing, and HVAC

Test every light switch and outlet in the unit using a phone charger or small plug-in device. Must
Confirm smoke detectors and carbon monoxide detectors are present, mounted, and functioning with a test button press. Must
Turn on the heating and cooling system to verify it operates and note any unusual sounds or odors. Must
Ask about the age and service history of the water heater if accessible. Nice to have

Common Areas and Exterior (if applicable)

Document the condition of any assigned parking space, garage, or storage unit. Should
Inspect shared laundry facilities, mailbox, and building entry locks if included in your lease. Should
Check any outdoor space — patio, balcony, or yard — for existing damage or maintenance issues. Nice to have

Documentation and Sign-Off

Compile all photos and video with clear file names indicating room and date, and back them up to a second location. Must
Submit the completed inspection report to your landlord in writing and request a signed acknowledgment. Must
Keep a personal copy of the signed inspection report in a safe place for the entire duration of your tenancy. Must

After the Inspection: Next Steps

Once you've completed the walkthrough and submitted your report, follow up in writing within 24 hours if you haven't received a signed acknowledgment. Keep all correspondence — texts, emails, and notes from in-person conversations — organized in a dedicated folder.

If you notice issues that weren't visible on move-in day (a heating unit that fails in winter, for example), report them promptly in writing and keep a copy. Timely reporting generally strengthens your legal position as a tenant.

Report All Issues Promptly and in Writing

Any damage or maintenance problem discovered after move-in day should be reported to your landlord in writing as soon as it's found — not just verbally. Delays in reporting can complicate your position if you're later charged for the issue. Written reports (email is ideal) create a dated record that protects both parties and can be critical if you need to involve a local housing authority or small claims court.

For renters interested in understanding how move-in documentation compares to the due diligence process in homeownership, our home-buyer's due diligence checklist offers a useful contrast.

This article provides general informational guidance for renters and is not a substitute for legal advice. Tenant rights and landlord obligations vary by state and locality. Consult a qualified attorney or local tenant rights organization if you have specific legal questions about your rental situation.

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