Move-In / Move-Out Inspection Checklist for Landlords (Printable)
How to run a move-in and move-out inspection that holds up later: a room-by-room printable checklist, photo rules, what counts as normal wear, and how to store the evidence.
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A security deposit dispute almost always comes down to one question: what did the unit look like on move-in day? If your answer is “it was fine,” you’re in a weak position. If it’s a signed checklist and 140 timestamped photos, you’re in a strong one. The inspection takes about an hour per unit and is the cheapest insurance a landlord can buy.
Check your state’s rules. Some states require a written move-in condition statement, give tenants a set number of days to add notes, or require you to offer a pre-move-out walkthrough. Look up your state’s landlord-tenant handbook (often published by the attorney general or housing agency) before you finalize your form.
Move-in inspection: how to run it
- Do it after cleaning and repairs are finished, before keys are handed over. Inspecting a half-finished turnover documents problems you’re about to fix.
- Walk it with the tenant if you can. Two signatures on the same document carry more weight than one. If they can’t attend, give them the completed checklist and a deadline (for example, 7 days, or whatever your state specifies) to add notes in writing.
- Use the same form every time. A consistent form makes move-in and move-out comparisons line up room by room.
- Describe condition with specifics, not adjectives. “Carpet: 2-inch light stain near closet door” beats “carpet: fair.”
- Test everything that has a switch, a handle or a battery. Write down what works.
- Record meter readings and key counts. Those come up at move-out.
- Sign, date, and give the tenant a copy the same day.
Platforms like TurboTenant include digital condition reports on the free plan, which keeps photos attached to the right room and timestamps everything. A paper form plus a phone camera works too, as long as you’re consistent.
Photo and video rules
- Start a video walkthrough at the front door and narrate as you go (“kitchen, north wall”). One continuous file is hard to dispute.
- Take wide shots of each room from the doorway, then close-ups of every existing defect with something for scale (a coin or tape measure).
- Photograph inside appliances, cabinets, closets, the tub and the shower.
- Leave your phone’s date stamp in the metadata. Don’t edit or crop the originals.
- Upload the same day to a folder named like
2026-10-05_123-Main-Unit-2_move-in/. See how to organize rental records.
Printable checklist
Use your browser’s print function (Ctrl/Cmd + P). Site navigation is hidden when printed. Mark each item G (good), F (fair, describe), or D (damaged, describe), with columns for move-in and move-out.
Property and tenant
| Field | Move-in | Move-out |
|---|---|---|
| Address / unit | ||
| Tenant name(s) | ||
| Date and time | ||
| Present at inspection | ||
| Keys / fobs / garage remotes handed over (count) | ||
| Meter readings (electric / gas / water) |
Entry, hallways and living areas
| Item | Move-in (G/F/D + notes) | Move-out (G/F/D + notes) |
|---|---|---|
| Front door, lock, deadbolt, peephole | ||
| Walls and ceiling (holes, marks, stains) | ||
| Floors / carpet (stains, burns, scratches) | ||
| Windows, screens, locks, blinds | ||
| Light fixtures and switches | ||
| Outlets (tested) | ||
| Closets, doors and hardware | ||
| Smoke / CO alarms (tested, date on unit) |
Kitchen
| Item | Move-in | Move-out |
|---|---|---|
| Refrigerator (inside, seals, ice maker) | ||
| Range / oven / burners / hood fan | ||
| Dishwasher (run a cycle) | ||
| Microwave | ||
| Sink, faucet, disposal, under-sink (leaks) | ||
| Countertops and backsplash | ||
| Cabinets and drawers (doors, hinges, interior) | ||
| Floor |
Bathroom(s)
| Item | Move-in | Move-out |
|---|---|---|
| Toilet (flush, base, seat, running) | ||
| Tub / shower (caulk, grout, drain speed) | ||
| Sink, faucet, under-sink | ||
| Mirror, medicine cabinet, towel bars | ||
| Exhaust fan | ||
| Floor and walls (soft spots, water stains) |
Bedrooms (copy per bedroom)
| Item | Move-in | Move-out |
|---|---|---|
| Walls / ceiling | ||
| Floor / carpet | ||
| Windows, screens, blinds | ||
| Closet doors and shelving | ||
| Lights, outlets, switches |
Systems, exterior and other
| Item | Move-in | Move-out |
|---|---|---|
| Furnace / AC (runs, filter date) | ||
| Water heater (leaks, temperature setting) | ||
| Washer / dryer and hookups | ||
| Patio / balcony / deck | ||
| Yard, walkways, garage | ||
| Fire extinguisher (gauge, date) |
Signatures
Landlord: ____ Date: ____
Tenant(s): ____ Date: ____
Tenant notes added within _ days: _______
Move-out inspection: what’s different
- Use the move-in form as the baseline. Walk the same route and shoot the same angles so before-and-after pairs line up.
- Offer a pre-move-out walkthrough a week or two before the end date where allowed or required. Tenants who know what will be charged often fix it themselves.
- Inspect after the tenant has fully moved out and returned keys. Count keys against the move-in number.
- Note cleaning separately from damage. They’re often treated differently under state law.
- Get repair quotes or invoices for anything you plan to deduct from the deposit. Estimates written on the spot are easy to challenge.
Normal wear and tear vs. damage
States define this differently, but the general idea is consistent: deterioration from ordinary living is the landlord’s cost, while damage from accidents, abuse or neglect can be charged against the deposit.
| Usually normal wear | Usually damage |
|---|---|
| Light scuffs and a few small nail holes | Large holes, many anchors, or unapproved paint colors |
| Carpet worn in walkways after years of use | Pet urine stains, burns, or rips |
| Faded paint or blinds from sunlight | Broken blinds or missing slats |
| Loose door handle from regular use | Door kicked in or off its hinges |
| Minor grout discoloration | Mold from never running the exhaust fan, where documented |
Age matters too. Charging a tenant full replacement cost for a 9-year-old carpet usually won’t hold up. Prorating by remaining useful life is the common approach. Keep the purchase dates of flooring, paint and appliances in your maintenance log so you can show your math.
A small inspection kit
You don’t need much. These make the job faster and the documentation better:
| Item | Why it helps | What to check before buying |
|---|---|---|
| Bright LED inspection flashlight | Shows stains, cracks and leaks under sinks and in closets that phone lights miss | Rechargeable, with a wide beam option |
| Klein Tools RT210 outlet tester | Lets you record “outlet tested OK” with confidence and flags wiring issues for an electrician | Fits standard U.S. 3-prong outlets. Doesn’t replace an electrician |
| Laser distance measure (Bosch) | Quick room dimensions for listings and to size stains or damage | A basic model is plenty |
| Moisture meter (General Tools MMD4E) | Confirms whether a water stain is old and dry or an active leak | Pin-type meters leave tiny holes. Test in an inconspicuous spot |
Store it so you can find it in a year
Save the signed checklist (PDF), photos and video in the unit’s lease folder, and log the move-in date and deposit amount in your books. When the tenant moves out, the move-out checklist, photos, invoices and the itemized deposit statement go into the same folder. Our security deposit guide covers the itemized statement and deadlines.
This guide is for general education and record-keeping. It isn't tax, legal or financial advice. Rules vary by state, city and situation, so check with a qualified tax professional or attorney before acting on anything here.
