🔑 How to Do a Move-In Inspection

🎯 Why the Move-In Inspection Matters

The move-in inspection is the single most important document you will create during a tenancy — more important even than the lease itself when it comes to security deposit disputes. Without a documented record of the unit’s condition at move-in, you cannot prove that any damage found at move-out was caused by the tenant and not pre-existing when they moved in. Courts consistently rule against landlords who cannot produce move-in documentation when tenants dispute deposit deductions in . 🏠

▶ Video Overview

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A well-executed move-in inspection protects both parties: the landlord can justify deposit deductions with documented evidence, and the tenant has proof of pre-existing conditions they shouldn’t be charged for. When both parties conduct the inspection together, sign the checklist, and receive copies, disputes are rare — because the facts are already established. 📋

📅 When to Conduct the Inspection

• 🔑 Before or at key handover — conduct the inspection before or simultaneously with handing over the keys. Never give keys first and inspect later.
• 🧹 After professional cleaning — the unit should be in move-in condition: clean, repaired, and ready. Don’t inspect while cleaning is still underway.
• 💡 During daylight hours — good lighting reveals conditions that poor lighting conceals. If daylight isn’t possible, bring a bright flashlight.
• 👤 With the tenant present — conducting the inspection together eliminates disputes about what you both observed. If the tenant cannot be present, have them sign a waiver and note their absence.

📋 What to Include in the Move-In Checklist

The checklist should cover every room and every element the tenant could possibly be charged for at move-out. Use a condition rating for each item: Good / Fair / Needs Attention / Pre-existing Damage (with description). 📋

📸 Photo & Video Documentation

Written checklists alone are often not convincing enough in deposit disputes — photographs and video provide the irrefutable evidence. Your photo documentation protocol:

1. Photograph Every Room from the Doorway — Wide shot of each room showing overall condition. This establishes the baseline for comparison.
2. Photograph Every Wall — Each wall separately. This documents any scuffs, holes, stains, or paint condition.
3. Close-Ups of All Pre-Existing Damage — Any scratch, stain, chip, crack, or defect gets a close-up photo. Note the location in the filename or photo caption.
4. All Appliances — Inside the oven, inside the refrigerator, inside the dishwasher. These are common dispute areas at move-out.
5. Carpet Condition — Close-up photos of carpet condition throughout, especially high-traffic areas and any existing staining.
6. Date-Stamp All Photos — Use your phone’s built-in timestamp or email the photos to yourself immediately so the server timestamp establishes the date. Do not manually alter timestamps.

🚶 How to Conduct the Walkthrough

A professional move-in walkthrough takes 30–60 minutes for a typical apartment. Follow this sequence:

1. Start at the Entry — Note the condition of the front door, lock, doorbell, and entry area.
2. Move Room by Room — Work systematically through every room. Do not skip any room even if it looks perfect.
3. Test Everything — Every outlet (use a phone charger), every light switch, every window lock, every faucet, every appliance. If it doesn’t work at move-in, you cannot charge for it at move-out.
4. Note Pre-Existing Issues Specifically — “Small nail hole in east wall of bedroom, approximately 1/4 inch diameter, 5 feet from floor” is better than “wall has some holes.”
5. Let the Tenant Note Items Too — Ask the tenant if they see anything you missed. Their participation strengthens the document.
6. Complete the Checklist Together — Fill out the condition for each item while both parties are present and observing the same thing.

✍️ Getting Signatures

The checklist must be signed and dated by all parties before keys are handed over:

• Every adult tenant named on the lease signs
• The landlord or property manager signs
• Date of the inspection is recorded
• Each party receives a copy — give tenant their copy before leaving
• For electronic signatures: use a platform that creates a date/time stamped record

⚖️ State-Specific Inspection Requirements

🗂️ Storing the Documentation

• Keep the signed checklist with the tenant’s lease file
• Store photos and video in a labeled folder with the tenant’s name and move-in date
• Back up digital documentation to cloud storage
• Keep all move-in documentation through the entire tenancy plus at least 3 years after move-out
• Never discard move-in documentation while a deposit dispute is pending