✅ Texas Move-In Checklist
Document Property Condition – Protect Your Deposit
✅ Purpose of Move-In Checklist
Protects both landlord and tenant:
- Documents condition: Records property condition at move-in
- Prevents disputes: Clear record of pre-existing damage vs. tenant damage
- Protects deposit: Tenant can’t be charged for damage that existed before move-in
- Both parties sign: Landlord and tenant agree on documented condition
- Keep copy forever: Essential reference for move-out comparison
- Take photos: Pictures supplement written checklist
⚠️ Complete Within 48 Hours of Move-In
Best practices for timing:
- Before moving belongings: Easiest to inspect when unit empty
- Walk-through with landlord: Do inspection together if possible
- Note everything: Even minor issues – scratches, stains, worn areas
- Be thorough: Check every room, closet, surface, appliance
- Take photos: Photo/video documentation supplements checklist
- Both sign and date: Creates binding record
📋 How to Use This Checklist
For each item, select condition:
- Good: New or like-new, no issues
- Fair: Shows normal wear but functional, acceptable
- Poor: Damaged, stained, needs repair/replacement
- N/A: Not applicable (item doesn’t exist in unit)
- Notes: Describe specific issues (scratch on north wall, stain on carpet by door, etc.)
📝 Move-In Inspection Details
Room-by-Room Inspection
🛋️ Living Room
Walls/Paint
Ceiling
Flooring/Carpet
Windows/Screens
Blinds/Curtains
Light Fixtures
Outlets/Switches
Doors/Hardware
🍳 Kitchen
Walls/Cabinets
Countertops/Sink
Stove/Oven
Refrigerator
Dishwasher
Microwave
Flooring
🚿 Bathroom(s)
Walls/Tile
Toilet
Sink/Vanity
Tub/Shower
Flooring
Fixtures/Faucets
🛏️ Bedroom(s)
Walls/Paint
Flooring/Carpet
Closets
Windows/Screens
⚙️ General Areas & Systems
HVAC System
Water Heater
Smoke Detectors
Carbon Monoxide Detector
Entry Doors/Locks
Parking/Garage
Yard/Landscaping
Additional Items & Overall Condition
Photo/Video Documentation
Highly recommended – supplement checklist with timestamped photos/video
Signatures – Agreement on Condition
⚠️ Both Parties Must Sign
Signatures indicate:
- Both parties agree the documented condition is accurate
- Creates binding record for move-out comparison
- Protects tenant from charges for pre-existing damage
- Protects landlord by documenting property was in stated condition
📚 Move-In Checklist Guide
Legal Context: Move-in checklist documents property condition at start of tenancy. Essential for preventing security deposit disputes at move-out. Under Texas Property Code § 92.104, landlord can deduct from deposit for damages beyond normal wear and tear. Move-in checklist proves what damage existed before tenant moved in vs. damage tenant caused. Best practice: complete within 48 hours of move-in, both parties sign, take photos/video, keep copy throughout tenancy. At move-out, compare condition to move-in checklist to determine legitimate deductions.
Why Move-In Checklist Is Critical
Protects both parties:
✅ Benefits of Move-In Checklist
For Tenant:
- Protects deposit: Can’t be charged for pre-existing damage
- Documentation: Proof of property condition at move-in
- Leverage at move-out: Compare to checklist, dispute unfair charges
- Identifies issues: Note problems landlord should fix
For Landlord:
- Documents condition: Proves property condition before tenant
- Justifies deductions: Shows damage is new, not pre-existing
- Professional management: Organized, thorough records
- Prevents disputes: Clear record reduces arguments
When to Complete Checklist
Timing matters:
- Before moving belongings in: Easiest when unit empty
- Within 48 hours of move-in: While still fresh
- Walk-through with landlord: Do together if possible
- Before first rent payment: Ideally as part of move-in process
How to Complete Thoroughly
Best practices:
✅ Inspection Tips
- Bring flashlight: Check dark areas (closets, behind appliances)
- Test everything: All lights, outlets, appliances, faucets, windows
- Open all doors: Cabinets, closets, drawers – check condition
- Look up and down: Ceilings, floors, often overlooked
- Note minor issues: Even small scratches, stains – document everything
- Be specific in notes: “Stain on carpet 2 feet from door, 6 inches diameter” not just “stain”
- Take photos/video: Timestamp photos of entire unit + close-ups of damage
- Test water temperature: Hot water working?
- Flush toilets: Working properly? Leaks?
- Run dishwasher: If present, test for leaks
What to Look For
Common issues to note:
- Walls: Holes, scratches, scuffs, stains, cracks
- Floors: Stains, scratches, worn areas, loose tiles, carpet condition
- Windows: Cracks, broken seals (fog between panes), operation, screens torn
- Appliances: Working? Clean? Rust? Dents? Missing parts?
- Plumbing: Leaks, stains under sinks, water pressure, drainage
- HVAC: Heating/cooling work? Strange noises? Filter condition?
- Doors/locks: Operation, locks work, keys provided?
- Smoke detectors: Present? Working? Fresh batteries?
Photo/Video Documentation
Supplement written checklist:
📸 Photo Documentation Best Practices
- Timestamp photos: Many phones add date/time automatically
- Wide shots: Overall view of each room
- Close-ups: Any damage, stains, issues
- Systematic approach: Go room by room methodically
- 4 walls per room: Photo of each wall
- Appliances: Inside and out (fridge, oven, dishwasher)
- Problem areas: Multiple angles of any damage
- Video walkthrough: Narrate as you go – “This is the living room, note the scratch on north wall…”
- Store safely: Upload to cloud storage, don’t rely only on phone
- Keep throughout tenancy: Don’t delete until deposit returned
Normal Wear vs. Damage
Understanding the difference:
⚠️ Normal Wear vs. Tenant Damage
NORMAL WEAR (Cannot charge tenant):
- Minor scuffs on walls from furniture
- Fading paint or wallpaper
- Worn carpet in traffic areas
- Small nail holes from pictures
- Faded curtains/blinds from sun
- Minor scratches on floors from regular use
- Worn countertops from normal use
TENANT DAMAGE (Can charge):
- Large holes in walls
- Broken windows or doors
- Burns or large stains in carpet
- Pet damage (scratches, stains, odor)
- Broken appliances from misuse
- Excessive filth requiring professional cleaning
- Unauthorized modifications (painted walls, installed fixtures)
If Landlord Won’t Do Inspection
Tenant can complete alone:
- Complete checklist yourself: Still valuable documentation
- Take comprehensive photos: Especially important if no joint inspection
- Send to landlord: Email copy to landlord with date/time stamp
- Certified mail copy: Send via certified mail for proof of delivery
- Keep records: Proof you documented condition
- Note landlord refused: Document that you requested joint inspection
Using at Move-Out
How checklist protects you:
- Move-out inspection: Walk through with landlord
- Compare to move-in: Reference move-in checklist
- Identify new damage: What’s different from move-in?
- Dispute unfair charges: “That stain was noted on move-in checklist”
- Small claims evidence: If dispute goes to court, checklist is key evidence
Best Practices
✅ Move-In Checklist Best Practices
- Do it early: Within 48 hours of move-in
- Be thorough: Note everything, even minor issues
- Be specific: Detailed descriptions, not vague
- Photos/video: Visual documentation critical
- Both sign: Landlord and tenant signatures
- Keep copy safe: Store for entire tenancy + years after
- Digital backup: Scan/photo checklist, store in cloud
- Note pre-existing damage clearly: Can’t be charged for it later
- Test everything: Don’t assume it works
- Professional approach: Calm, factual, thorough
⚖️ Legal Disclaimer
This form is provided for informational purposes only and does not constitute legal advice. Move-in checklist documents property condition at start of tenancy. Essential for preventing security deposit disputes. Texas Property Code § 92.104 allows landlord to deduct for damages beyond normal wear and tear. Checklist proves what damage existed before tenant vs. damage tenant caused.
Complete within 48 hours of move-in. Best done before moving belongings in. Both parties should sign to agree on documented condition. Take comprehensive photos/video with timestamps. Note even minor issues – everything. Be specific in descriptions (location, size, nature of damage). Keep copy throughout tenancy and for years after.
Critical for move-out. Compare property condition at move-out to move-in checklist. Only new damage (beyond normal wear) can be deducted from deposit. Checklist your best defense against unfair deductions. If deposit dispute goes to small claims court, move-in checklist is key evidence. For questions about security deposits or damage claims, consult attorney.
