General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- A signed move-in checklist is the baseline every move-out deduction is measured against.
- Describe existing wear precisely and back it up with dated photos or video.
- Some states require a move-in condition statement, or limit deductions without one.
- Give the tenant a few days to add anything missed, in writing.
What a move-in checklist is
A move-in checklist records the condition of a rental on the day the tenant takes possession. Both sides walk through, note the condition of each item and sign. At move-out, the same list is used to see what changed. It is the single best way to keep security deposit disputes short and fair, because it replaces memory with a dated record.
When to use it
On or just before move-in day, before the tenant’s belongings are in the home. Repeat the walkthrough if a major repair happens before the tenant arrives.
How to use the checklist
- Run the safety checks before the walkthrough.
- Record keys, remotes and meter readings.
- Walk room by room and rate every item.
- Describe any wear or damage precisely and note the photo number.
- Both sides sign. Give the tenant a copy.
- Accept written additions from the tenant within the stated number of days.
What to record
- Safety devices and working systems.
- Keys, fobs, remotes and permits.
- Meter readings for utilities.
- Floors, walls, ceilings, windows and doors in every room.
- Fixtures, cabinets, counters and appliances.
- Bathrooms, laundry, garage, outdoor areas and storage.
Tips
- Photograph in the same order each time, room by room, so move-out photos line up.
- Turn everything on: faucets, burners, fans and lights.
- Note brand new items, so their age is clear later.
Common mistakes
- Vague words like fine or okay.
- No photos, or photos without dates.
- Not giving the tenant a copy.
- Skipping closets, garages and outdoor areas.
Inspections in TenantLoop
TenantLoop inspections cover move-in, move-out and routine checks room by room, with photos, videos and notes on each item and a PDF report at the end. At move-out, each item lines up against its move-in record, and failed items can become work orders.
What is in the template
A room by room record of the home's condition on move-in day, signed by landlord and tenant, plus the keys, meter readings and safety checks to note before the tenant settles in.
- Before the walkthrough
- Keys and access
- Meter readings
- Entry and living room
- Kitchen
- Bathrooms
- Bedrooms
- Other areas
Read the whole move-in condition checklist template
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General template, not legal advice. Have an attorney in your state review before use.
Using this template. Have a local attorney check it.
Is a move-in checklist required by law?
Some states require landlords to give tenants a written condition statement at move-in, and some limit deposit deductions when there is none. Everywhere else it is still the best evidence you can have.
Should the tenant be present?
Ideally, yes. A joint walkthrough avoids disagreements later. If that is not possible, give the tenant the checklist and photos and a deadline to add notes.
How detailed should it be?
Detailed enough that a stranger could picture the problem: which wall, what kind of mark, how big. Fair or worn on its own is too vague to support a deduction later.