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Move-In Inspection Checklist for Landlords: Room-by-Room Report + Photo Log
Most security-deposit disagreements are decided before the tenant even moves in. If the move-in report is vague ("kitchen: fine"), there's nothing to compare against at move-out. A clear, room-by-room move-in inspection, signed by both sides and backed by photos, protects the tenant and the landlord equally.
This checklist covers what to check in each room, a simple condition scale, how to take photos that are actually useful later, and what to do with the report once it's signed.
Not legal advice. Some states require a move-in condition report, set deadlines for it, or specify what it must contain. This checklist is generic; check the rules where your rental is.
Use one condition scale for everything
Pick a scale and use it in every room so move-in and move-out line up:
| Rating | Meaning |
|---|---|
| N – New | New or like new, no visible wear |
| G – Good | Clean, works, minor normal wear |
| F – Fair | Visible wear, works, note details |
| P – Poor | Damaged, stained or not working; describe and photograph |
Add a short note whenever something isn't N or G: "2 small nail holes above sofa wall", "burn mark 1 in. left of stove".
Room-by-room move-in checklist
Entry and living areas: front door and locks, keys and fobs (count them), walls and paint, ceilings, floors and carpet, windows, screens and blinds, light fixtures and switches, outlets, smoke and CO detectors (test them).
Kitchen: countertops, cabinets and drawers, sink and faucet (run it, check under the sink), stove/oven burners, fridge and freezer (seals, shelves, ice maker), dishwasher, microwave, range hood and filter, garbage disposal, floors.
Bathrooms: toilet (flush, base, seat), sink and vanity, tub/shower and caulk, tiles and grout, exhaust fan, mirror, towel bars, signs of leaks or mold.
Bedrooms: walls, closet doors and rods, flooring, windows and locks, outlets, ceiling fan.
Utilities and other: water heater, HVAC and filter date, thermostat, laundry machines, meter readings (write them down), garage, yard, patio, mailbox key.
Photos that hold up later
- Wide shot first, then close-ups of anything rated F or P.
- Number your photos and write the photo number next to the item on the report (for example "P-14").
- Keep the originals with their date metadata, and share a copy with the tenant.
- Shoot the same angles at move-out so the two sets compare side by side.
After the inspection
- Walk the unit together if you can, and let the tenant add notes.
- Both sign and date the report; each keeps a copy.
- Store the report and photos with the lease.
- At move-out, use the same form with a move-out column next to the move-in one.
A fillable move-in / move-out report
The Key & Kit Move-In / Move-Out Inspection Checklist is a fillable PDF with rating dropdowns, notes and photo numbers for every room, move-in and move-out columns side by side, a photo log, a keys and meter-readings page, and a deposit worksheet (plus an editable Word version and an Excel/Sheets deduction calculator). It's a one-time $9 (20% off with code LAUNCH20 through Nov 10). See the move-out inspection checklist guide for the second half of the process.
Frequently asked questions
Who should do the move-in inspection?
Ideally the landlord (or property manager) and the tenant together, on or just before move-in day, with both signing the finished report.
Should tenants do their own move-in checklist?
Yes. If the landlord doesn't provide one, a tenant can complete the same checklist with dated photos and send a copy to the landlord in writing.
What's the difference between normal wear and damage?
Normal wear is gradual deterioration from ordinary use, like light scuffs or faded paint. Damage is beyond that, like holes, burns or broken fixtures. A detailed move-in report makes the difference much easier to show.
Can the inspection report be digital?
Usually, yes. A fillable PDF signed by both parties, with photos stored alongside it, is a common approach. Check whether your state has specific requirements.
Key & Kit templates are organizational tools, not legal or tax advice, and they aren't state-specific forms.