Move-in inspection checklist: what to check, room by room

A move-in inspection takes about an hour and saves weeks of arguments later. When the lease ends, the question is always the same: was that scratch, stain or broken handle already there? A written report with dated photos answers it in seconds, for the owner and for the tenant.

This checklist works for an apartment or a house. Print it, or go through it on your phone while you walk the property together.

Before the walkthrough

• Book a time when both sides can attend. The owner or manager and the tenant should walk the property together, in daylight if possible.
• Clean first. Inspect the property as the tenant will receive it, not before the cleaners come.
• Bring the lease and the inventory, if furniture or appliances are included.
• Charge your phone. You'll take more photos than you expect.
• Agree on the format. A shared document or app where both of you can see the same photos and notes avoids "I never got that file".

How to take photos that settle disputes

• Take one wide photo of each room from the doorway, then close-ups of anything worn or damaged.
• Put something for scale next to small marks: a coin or a pen.
• Keep the original files: they store the date and time.
• Record short videos of things that work or don't: taps, the shower, the heating, the oven.
• Name or group photos by room, so anyone can find "bathroom, sink" a year later.

Room by room

Entrance and living areas

• Front door, locks and every key (count them and write the number down).
• Walls and ceilings: cracks, holes, stains, damp patches.
• Floors: scratches, loose tiles, carpet stains.
• Windows: they open, close and lock; no broken glass or seals.
• Light switches, outlets and light fixtures.
• Smoke and carbon monoxide detectors: present and working.

Kitchen

• Stove, oven, hood, fridge, dishwasher and microwave: turn each one on.
• Under the sink: leaks, damp or mold.
• Cabinets and drawers: doors aligned, hinges and handles intact.
• Countertops and backsplash: burns, chips, cracks.
• Water pressure and hot water at the tap.

Bathrooms

• Toilet: flushes, doesn't run, no leaks at the base.
• Shower and tub: drains properly, grout and sealant in good condition.
• Sink and taps: no drips, hot and cold both work.
• Extractor fan and window ventilation.
• Signs of mold on the ceiling or in corners.

Bedrooms

• Closets: doors, rails, shelves.
• Walls, floors and windows as above.
• Blinds or curtains, if included.

Utilities and outdoor areas

• Water heater, boiler or heating: working, and the date of the last service.
• Electrical panel: accessible and labeled.
• Meter readings for water, electricity and gas, with a photo of each meter.
• Balcony, patio, garden, garage or storage unit.
• Parking spaces and remote controls.

What to write down

For each item, note its condition in plain words: "new", "good", "worn", or "damaged", plus a short description. "Scratch about 4 inches long on the bedroom floor, near the window" is far more useful than "some wear".

List every included item with its condition: appliances, furniture, keys, remotes.

Sign it, and share it

Both sides sign and date the report, and each keeps a copy with the photos. If something needs fixing, write it down with a deadline: "kitchen tap drips, to be repaired by March 15".

Laws on security deposits and inspections vary by country, state and city. Check the rules that apply to your property, or ask a local professional, before you rely on any template.

Do the same at move-out

At the end of the lease, walk the property again with this report in hand and compare room by room. Normal wear from everyday use is expected; damage beyond that is what the report helps you identify fairly.

With RentalThread, the move-in photos, the report and every repair after that will live in the property's thread, so owners, managers and tenants look at the same record instead of digging through old messages.