Why a Move-In Inspection Matters

The gap between a signed lease and a returned security deposit is often bridged — or broken — by documentation. When you move out, landlords are generally permitted to deduct from your deposit only for damage beyond normal wear and tear. Without a detailed move-in record, proving that a stain, scratch, or broken fixture was already there when you arrived becomes your word against theirs.

Before you start carrying boxes through the door, set aside one to two hours to work through this checklist. Bring your smartphone for photos and a written or digital notes app for observations. If the landlord or property manager provides an official move-in inspection form, use it alongside this checklist — not instead of it. For a deeper look at what landlords can legally keep from your deposit and how documentation affects those outcomes, see our guide on security deposit rules.

If you haven't yet reviewed your lease in detail, this is a good moment. Many lease clauses directly affect what counts as damage, who is responsible for repairs, and how disputes are handled. Our article on reading a lease before you sign walks through each section with plain-language explanations.

Do Not Unpack Before Inspecting

Once furniture, rugs, and boxes cover floors and walls, pre-existing damage becomes nearly impossible to distinguish from damage caused during move-in. Complete the full walk-through before placing a single item in the unit. Even setting down a heavy box can scratch a floor — document first.

What You'll Need

Gather these tools before you begin the walk-through so the process stays efficient.

Required

Smartphone with camera

Capture timestamped photos and video of every room and pre-existing defect.

Required

Landlord's move-in inspection form

Official document to record the unit's condition that both parties can sign.

Required

Notepad or notes app

Record observations in precise, location-specific language to supplement photos.

Required

Small plug-in device (phone charger or nightlight)

Test every electrical outlet quickly without special equipment.

Optional

Cloud storage account

Back up all inspection photos immediately so they cannot be lost or disputed.

Optional

Flashlight or phone torch

Inspect dark corners, cabinet interiors, and under-sink spaces for damage or pests.

The Full Move-In Checklist

Work through every room and area systematically. Use consistent language — "small nail hole, kitchen wall near window" is far more useful than "some holes." Once complete, send a copy to your landlord in writing and keep your own dated copy in a safe place.

Before You Enter

Confirm the move-in date and time in writing with your landlord or property manager. Must
Request a blank copy of the landlord's official move-in inspection form, if one exists. Must
Charge your phone fully and clear storage space for photos and video. Must
Ask that the previous tenant's belongings and trash have been removed before your inspection. Should

Walls, Floors, and Ceilings

Photograph every wall in each room, noting any scuffs, holes, stains, or uneven paint patches. Must
Check flooring for scratches, chips, warping, loose tiles, or stained carpet, and document each area precisely. Must
Inspect ceilings for water stains, cracks, or peeling paint that may indicate a leak. Must
Test all doors and windows to ensure they open, close, and lock smoothly without sticking. Must

Kitchen and Appliances

Test every burner, the oven, and any hood fan included with the unit. Must
Run the refrigerator and check that it cools to a safe temperature; note any interior damage or odors. Must
Run water in the sink and check under the cabinet for leaks or water stains. Must
Test the dishwasher if provided, running a short cycle to verify it drains and doesn't leak. Should
Inspect cabinet interiors and drawers for damage, pest evidence, or strong odors. Should

Bathrooms

Flush each toilet and confirm it fills and stops running within a reasonable time. Must
Run the shower and tub, checking water pressure, hot water availability, and drainage speed. Must
Check under sinks and around the base of the toilet for moisture, staining, or mold. Must
Test the bathroom exhaust fan and note if it is absent or non-functional. Should

Electrical, Heating, and Safety

Test every light switch and outlet by plugging in a small device such as a phone charger. Must
Locate the circuit breaker panel and note whether it is labeled clearly. Must
Verify that smoke detectors and carbon monoxide detectors are present and functional. Must
Test the heating and cooling system at move-in, regardless of the current season. Must

Locks, Keys, and Access

Test all keys provided — front door, mailbox, storage unit, parking, and any shared-area keys. Must
Confirm that all exterior locks function properly and that no old keys appear to be outstanding. Must
Photograph any keypad codes, intercom systems, or entry instructions for your records. Should

Final Documentation Steps

Compile all timestamped photos and notes into a single document or folder organized by room. Must
Submit a copy of your completed inspection report to your landlord by email or another traceable method. Must
Request written acknowledgment from your landlord confirming receipt of your inspection report. Should
Store your inspection records in a cloud folder or email thread so they remain accessible if you change devices. Nice to have

Always Send Your Report in Writing

Verbal reports to a landlord carry little weight in a dispute. Send your completed inspection report — including a link to or attachment of your photo folder — via email so you have a dated, written record. Save the landlord's reply or acknowledgment in the same folder. This single step is the most effective protection against wrongful deposit deductions.

First-time renters may find this process unfamiliar. Our first-time renter's guide provides broader context for what to expect throughout the entire move-in experience. You may also want to cross-reference a room-by-room organization checklist once the inspection is complete and you're ready to settle in.