Free New York Move-In/Move-Out Inspection Checklist | Fillable PDF Form

📋 Move-In/Move-Out Inspection Checklist

Essential Documentation for New York Properties

✅ Why This Checklist Is Critical

Protection for both landlord and tenant:

  • Move-in: Documents existing condition – protects tenant from being charged for pre-existing damage
  • Move-out: Documents final condition – protects landlord by showing tenant-caused damage
  • Security deposit disputes: Photographic and written proof prevents arguments
  • Court evidence: Signed checklists admissible in small claims court

⚠️ Best Practices

  • Do walkthrough together: Landlord and tenant inspect simultaneously
  • Take photos: Date-stamped photos of every room and all damage
  • Be specific: “3-inch scratch on bedroom door” not just “door damaged”
  • Both sign: Landlord and tenant signatures make it binding
  • Keep copies: Both parties get signed copy

📸 Photography Tips

  • Use camera/phone with date stamp enabled
  • Take wide shots of each room (4 walls, ceiling, floor)
  • Close-ups of any damage or wear
  • All appliances (open oven, show inside refrigerator)
  • Windows, blinds, light fixtures
  • Bathroom fixtures, tile grout condition

📝 Inspection Information

Property Information

Inspection Participants

Room-by-Room Inspection

🛋️ Living Room

🍳 Kitchen

🚿 Bathroom

🛏️ Bedroom(s)

🏠 General Areas

Keys Provided/Returned

Additional Notes

📚 Complete Guide to Property Inspections

Legal Context: While New York law does not mandate move-in/move-out inspections, they are essential best practice for protecting both landlord and tenant. Documented inspections provide critical evidence in security deposit disputes and prevent disagreements about property condition. Courts give significant weight to signed inspection checklists with photos.

Why Inspections Matter

Proper documentation prevents costly disputes:

Benefits for Landlords

  • Proves tenant-caused damage: Compare move-out to move-in photos
  • Justifies deductions: Documented damage supports security deposit itemization
  • Court evidence: Signed checklist admissible in small claims
  • Prevents frivolous claims: Tenant can’t claim damage was pre-existing
  • Establishes baseline: Shows normal wear vs. damage

Benefits for Tenants

  • Protects deposit: Won’t be charged for pre-existing damage
  • Documents agreements: Written record of unit condition
  • Prevents disputes: Both parties agree on condition upfront
  • Creates accountability: Landlord must note all existing issues

Move-In Inspection Process

Step-by-step procedure:

  1. Schedule before move-in: Ideally on lease signing day or immediately before tenant gets keys
  2. Walk through together: Landlord and tenant inspect simultaneously
  3. Use comprehensive checklist: Room-by-room systematic inspection
  4. Take extensive photos: Every room, all walls, ceiling, floor, fixtures, appliances
  5. Note ALL existing damage: Even minor scuffs, scratches, stains
  6. Test everything: Lights, appliances, faucets, windows, locks
  7. Be specific in notes: “3-inch scratch on bedroom door frame” not “door damaged”
  8. Both sign and date: Landlord and tenant acknowledge accuracy
  9. Make copies: Each party keeps signed original
  10. Attach photos: Link photos to checklist or keep in same file

Move-Out Inspection Process

Step-by-step procedure:

  1. Schedule for vacate date: Ideally when tenant returns keys
  2. Retrieve move-in checklist: Compare to original condition
  3. Use same checklist format: Room-by-room inspection matching move-in
  4. Take comparison photos: Same angles as move-in photos
  5. Note any new damage: Anything not present at move-in
  6. Distinguish wear vs. damage: Faded paint = wear, holes = damage
  7. Collect all keys: Document keys returned
  8. Both sign if possible: If tenant present, get signature
  9. If tenant absent: Document anyway, note tenant not present
  10. Use for deposit itemization: Reference specific checklist items in deduction statement

Normal Wear and Tear Examples

Area Normal Wear (Cannot Charge) Damage (Can Charge)
Walls Faded paint, small nail holes, minor scuffs Large holes, crayon marks, unauthorized paint, excessive holes
Carpet Worn traffic patterns, slight matting, fading Burns, stains, tears, pet damage, excessive wear
Hardwood Minor scratches from furniture, slight dulling Deep gouges, water damage, pet scratches, broken boards
Kitchen Worn cabinet handles, slight countertop dulling Broken cabinets, burned countertops, broken appliances
Bathroom Grout discoloration, minor caulk wear Broken tiles, cracked tub, missing caulk, mold from poor ventilation
Windows Slight handle wear, minor scratches on glass Broken glass, broken mechanisms, missing blinds

Photography Best Practices

📸 Photo Documentation Guide

Equipment:

  • Use camera or phone with date/time stamp enabled
  • Ensure adequate lighting (open blinds, turn on lights)
  • Take photos during daytime for best visibility

What to photograph:

  • Each room: Wide shot from doorway, each wall, ceiling, floor
  • All damage: Close-up of every mark, scratch, stain, hole
  • Appliances: Stove (inside oven), refrigerator (inside), dishwasher
  • Fixtures: All light fixtures, faucets, showerheads
  • Windows: Condition, operation, blinds/shades
  • Doors: Entry door, all interior doors, closets
  • Bathroom details: Grout, caulking, toilet, sink, tub

Organization:

  • Create folder: “[Address] – Move-In [Date]” or “Move-Out [Date]”
  • Label photos by room: “Living_Room_Wall_North.jpg”
  • Keep photos with corresponding checklist
  • Back up to cloud storage

Common Inspection Mistakes

❌ Top 10 Inspection Errors

  1. No inspection at all: Relied on memory 2 years later. No proof of condition.
  2. Vague notes: “Bedroom damage” – what damage? where? how big?
  3. No photos: Checklist only. Tenant disputed every item. No visual proof.
  4. Landlord-only inspection: Did inspection alone, tenant didn’t sign. Tenant claimed never saw unit in that condition.
  5. Rushed inspection: Quick 5-minute walkthrough, missed major damage. Found more after tenant moved in.
  6. No move-in inspection: Did move-out only. Can’t prove what damage was pre-existing.
  7. Lost checklist: Filed it somewhere, couldn’t find 2 years later for move-out comparison.
  8. No tenant signature: Completed checklist but tenant didn’t sign. Not binding.
  9. Inconsistent format: Move-in used one checklist, move-out used different one. Hard to compare.
  10. No date stamps on photos: Took photos but no date. Tenant claimed they were old photos.

Using Inspections for Deposit Deductions

How to leverage inspection documentation:

  1. Reference checklist items: “Per move-in inspection, bedroom walls were in ‘Good’ condition. Move-out inspection shows three 4-inch holes in bedroom wall.”
  2. Attach comparison photos: Side-by-side move-in vs. move-out
  3. Be specific with costs: “Repair 3 holes in bedroom wall – $150 (labor $100, materials $50)”
  4. Distinguish from noted items: “Move-in inspection noted scratched kitchen counter (item #15). No deduction for this pre-existing condition.”
  5. Use in itemization: Send deposit itemization within 14 days referencing inspection documentation

Best Practices

✅ Inspection Checklist

  • Schedule in advance: Give tenant 24-48 hours notice for move-out inspection
  • Allow adequate time: 30-60 minutes for thorough inspection
  • Use printed checklist: Professional form, not just notes on phone
  • Inspect systematically: Room by room, top to bottom (ceiling → walls → fixtures → floor)
  • Open everything: Cabinets, closets, oven, refrigerator, windows
  • Test operation: Turn on lights, faucets, appliances, locks
  • Be thorough with notes: “2-inch circular stain on living room carpet, near window” not “carpet stain”
  • Stay neutral: Document facts, don’t argue with tenant during inspection
  • Give tenant copy: Immediately after signing
  • Store permanently: Keep inspection records indefinitely with lease file

⚖️ Legal Disclaimer

This form is provided for informational purposes only and does not constitute legal advice. While New York law does not mandate move-in/move-out inspections, they are essential best practice for protecting both landlord and tenant rights.

Inspection documentation is critical for security deposit disputes. Signed checklists with photos provide strong evidence in small claims court. Without documentation, disputes become “he said, she said” with no objective proof.

Both parties should participate in inspection and sign the completed checklist. If tenant refuses to participate or sign, landlord should still complete inspection and note “Tenant declined to participate” on form. Take extensive photos regardless.

Use inspection results when preparing security deposit itemization. Reference specific checklist items and attach comparison photos to justify any deductions. Be specific about damage location and extent. Remember the 14-day deadline for returning deposit with itemization.