Overview
A move-in checklist documents a rental unit's condition at move-in so it can be compared against its condition at move-out, protecting both landlord and tenant from disputes over the security deposit. It should include a room-by-room checklist, space for comments, and signatures from both parties, backed up with photos or a video walkthrough. Landlords should also have the unit professionally cleaned, repaired, and re-keyed before a new tenant moves in, and send a welcome email covering rent payment, utilities, renters insurance, and how to submit maintenance requests.
Why Use a Checklist?
During a move-in walkthrough, the tenant inspects the property, and a checklist documents that condition for comparison against move-out.
As the landlord, documenting the rental's condition protects you if the tenant causes damage beyond normal wear and tear, giving you a clear basis for any security deposit claim.
As the tenant, documenting the condition at move-in protects you from being held responsible for pre-existing issues, and supports getting your full deposit back at move-out.
What's on a Move-In Checklist?
- Instructions for completing the walkthrough
- A room-by-room checklist covering each space in the unit
- Space for comments, plus signature lines for both landlord and tenant
Documenting the Condition of the Rental
Beyond the checklist itself, back it up with a video walkthrough and photos. Note directly on the checklist that visual documentation accompanies it, and have the tenant email copies to the landlord so both parties keep records.
If you have a 3D scan of the unit from when it was listed, keep it on file too; it can help confirm the condition the tenant toured before signing.
Getting the Property Move-In Ready
Before a new tenant moves in, work through your own checklist:
- Complete any needed repairs
- Replace minor items: light bulbs, blinds, HVAC filters, and similar wear items
- Have the unit professionally cleaned
- Re-key all locks
Send a welcome email covering how to pay rent, set up utilities, get renters insurance, and submit maintenance requests. It sets clear expectations from day one and cuts down on avoidable questions later.
What If Issues Come Up After Move-In?
Issues sometimes surface shortly after a tenant moves in. As the tenant, report any problem to the landlord right away. The landlord will generally handle repairs, unless the move-in itself caused the damage, in which case the tenant may be responsible for it.
