Free United States Move-In Condition Report
Move-in condition report — documents the rental’s condition at the start of the tenancy. Required by statute in GA, MA, KS, WA. Best practice in every state for security deposit dispute prevention. Detailed, signed, dated, photo-documented.
Free United States Move-In Condition Report — overview
A United States Move-In Condition Report is a best-practice move-in condition report documenting the rental unit’s state at the beginning of the tenancy. Required by statute in several states (GA, MA, KS, WA) and recommended in every state.
Complete the Inspection Checklist
Walk through the property with the tenant. For each area, mark the condition at move-in. At move-out, repeat the walk-through and mark the condition again. Both landlord and tenant sign at move-in and move-out. Take time-stamped photos for every room. The checklist is most valuable when supplemented with photographic evidence.
⚠ Wear-and-tear vs. damage — critical distinction
Ordinary wear-and-tear is NOT chargeable against the security deposit in any state. Faded paint, minor carpet wear in traffic patterns, small nail holes, and minor scuffing are typically not chargeable. Damage beyond ordinary use IS chargeable: stains, holes >1 inch, broken fixtures, pet damage, smoke damage, and similar. Document with photos; note both pre-existing conditions at move-in AND damage at move-out.
1. Parties
2. Rental Property
3. Living Room / Common Area
4. Kitchen
5. Bedroom(s)
6. Bathroom(s)
7. Exterior / Other Areas
8. Keys, Remotes, and Other Items Provided
9. Signatures — Move-In
10. Signatures — Move-Out
About the United States Move-In Condition Report
A move-in condition report is the single most important document for preventing security deposit disputes at move-out. It establishes the baseline condition of the property and protects both parties: the tenant from being charged for pre-existing damage, the landlord from disputes over damage caused during the tenancy. Several states require it: GA O.C.G.A. §44-7-33 mandates a written checklist before move-in; MA G.L. c. 186 §15B requires a statement of condition within 10 days of move-in; KS Stat. §58-2548 requires an inventory; WA RCW §59.18.260 requires a checklist. Even where not required by statute, the move-in report is universally recommended best practice. The report should be detailed (room-by-room itemization, descriptive condition notes), signed by both landlord and tenant, dated, and supplemented with photographs (timestamped digital photos are ideal). Both parties should retain a signed copy.
United States Inspection Framework
- Statute: state-specific (GA, MA, KS, WA require; others recommended)
- GA O.C.G.A. §44-7-33: written checklist required before move-in
- MA G.L. c. 186 §15B: statement of condition within 10 days
- KS §58-2548: inventory required
- WA RCW §59.18.260: checklist required
- Best practice in every state for security deposit dispute prevention
Why This Form Matters
The move-in condition report is THE evidence at move-out if a security deposit dispute arises. Without it, the landlord has the burden of proving pre-existing condition vs. tenant-caused damage; in many states this burden shifts decisively toward the tenant. With a signed move-in report and matching move-out inspection, the landlord can clearly identify what changed during the tenancy. Best practice: room-by-room itemization, descriptive condition notes (not just ‘good/fair/poor’), photographs (timestamped), signed by both parties, retained for the full statute of limitations on deposit disputes (typically 2-4 years).
Best Practices
- Walk through together. Both landlord and tenant should be present at both move-in and move-out. The signed checklist is much stronger evidence than a unilateral one.
- Photograph everything. Time-stamped photos for every room, every wall, every appliance. Use a smartphone with location and timestamp metadata.
- Be specific in notes. “Small nail hole 3 inches above light switch in east wall” is much more useful than “minor damage.”
- Document pre-existing issues. If the unit has issues at move-in (faded paint, worn carpet), document them so the tenant isn’t blamed at move-out.
- Save the checklist for at least the statute of limitations. Disputes can arise years after move-out – keep the signed checklist and photos for at least 4 years (most states).
- Distinguish wear-and-tear from damage. Wear-and-tear is NOT chargeable. Document both, but only charge for actual damage beyond ordinary use.
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Move-in checklists protect both parties — but screening tenants thoroughly upfront prevents most deposit disputes from happening in the first place. Tenant Screening Background Check has been verifying renters since 2004 — credit, eviction filings, criminal background, and employment.
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Established 2004 · 20+ Years · All U.S. States & Territories · Statute-Based · Attorney-Reviewed
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⚖ Legal Disclaimer
This checklist is provided for general informational purposes only and does not constitute legal advice. A signed checklist (with photos) is critical evidence in any security-deposit dispute. For state-specific guidance, visit HUD Tenant Rights. Consult a qualified United States attorney for high-value deposit disputes.
