How to run move-in and move-out inspections

Inspect before the tenant moves in

Walk the unit after cleaning and repairs are done and before the tenant brings anything in. Do it with the tenant if you can. Go room by room in the same order every time and work from a written list, so nothing is skipped.

The free move-in and move-out checklist lists the usual rooms and items, with a column for each inspection and space for notes and signatures. Add anything your unit has that the list does not, such as a deck or a second bathroom.

Describe condition in plain, specific words

Words like "good" and "fair" mean different things to different people. Write what you see: "two small nail holes above the bed", "carpet stain about 3 inches wide by the closet", "front left burner does not light". Note what works as well as what does not, and test appliances, faucets, lights, windows, and locks as you go.

Take dated photos

Photograph each room from the doorway, then take close-ups of everything you noted. Make sure every photo has a date, from the camera's file information or a visible timestamp, and keep the original files. Number the photos or name them by room so they match the lines on your checklist. A slow video walk-through of each room is a useful extra.

Review and sign the report together

When you finish, go over the checklist with the tenant. Let them add anything they see differently, then both sign and date it. Give the tenant a copy and keep yours with the lease.

If the tenant cannot attend, send them the report and photos and give them a few days to add their own notes. Some states and cities have rules about move-in reports, such as what they must include or how long a tenant has to respond, so check what applies to your property.

Prepare the tenant for move-out

A few weeks before the lease ends, send the tenant a copy of the move-in report and photos, along with any cleaning or repair expectations in the lease. They can then see what will be checked and fix small problems before they leave. Some places give tenants the right to a walk-through before move-out for that purpose; where that applies, offer a date in writing.

Inspect again at move-out

After the tenant has moved out and returned the keys, walk the unit with the same checklist, in the same order. Take photos from the same spots as at move-in so the pairs are easy to compare. Invite the tenant to join you if you can, and write the move-out condition next to the move-in entry for each item.

Compare wear and tear with damage

Some change is expected over a tenancy. Faded paint, light scuffs, and carpet worn flat in walkways are often treated as normal wear and tear. A hole in a wall, a broken window, or a large burn mark is often treated as damage. Local law and your lease decide where the line falls and what you may charge for, so read both before you decide on any deduction from a deposit.

For each item that changed, put the move-in entry and photo next to the move-out entry and photo, then add the repair or cleaning it needs with an estimate or invoice. Deadlines and itemization rules for returning a deposit also vary by place, so check them before move-out day.

Keep the reports

Store both checklists, the photos, and any repair invoices with the tenant's records. Keep them at least until the deposit is settled and any time to dispute it has passed. The move-out report also gives you a starting point for the next tenant's move-in inspection.