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Free Move-In Checklist for Landlords & Tenants

A room-by-room move-in inspection checklist you can print or copy. Walk the unit together, record the condition of every room and appliance, sign it — and settle "was that dent already there?" before it becomes a deposit dispute.

Before you use this checklist

This is a general-purpose sample provided for educational use, not legal advice. Some states require a specific move-in condition form or attach deposit consequences to skipping one — check your state's rules or ask a local attorney before relying on any template.

Why the Move-In Checklist Matters

Almost every security deposit fight comes down to one question: what condition was the unit in when the tenant moved in? The landlord remembers pristine floors; the tenant remembers the scratch being there on day one. Without documentation, it's memory against memory — and in many states, the landlord carries the burden of proving damage beyond normal wear and tear.

A signed move-in checklist ends that argument before it starts. The condition documented at move-in is the baseline every move-out deduction gets measured against: anything listed on the checklist is pre-existing and can't be charged to the tenant; anything new is fair game to evaluate. It protects both sides — tenants can't be billed for damage they inherited, and landlords have signed evidence when damage genuinely happened during the tenancy.

For the other half of this story — what you can deduct, deadlines for returning the deposit, and itemization rules — see our security deposit guide.

The Move-In Inspection Checklist

Print this page or copy the tables into your own document. Rate each item at move-in (e.g., New / Good / Fair / Poor), describe any existing damage in the Notes column, and reference photo numbers where you took them. Fill the Move-Out column when the tenancy ends, using the Move-In column as the baseline.

Move-In / Move-Out Inspection Checklist

Property address: ____________________________

Unit: ______________

Tenant name(s): ______________________________

Landlord/manager: ____________________________

Move-in inspection date: ______________________

Move-out inspection date: _____________________

Entry & Living Areas

Item	Condition at Move-In	Condition at Move-Out	Notes
Entry door, locks & keys
Walls & ceiling
Flooring / carpet
Windows, screens & locks
Blinds / curtains
Light fixtures & switches
Electrical outlets
Heating / AC & thermostat
Smoke & CO detectors
Closets & shelving

Kitchen

Item	Condition at Move-In	Condition at Move-Out	Notes
Refrigerator / freezer
Stove & oven
Range hood / exhaust fan
Microwave
Dishwasher
Garbage disposal
Sink, faucet & drain
Countertops
Cabinets & drawers
Walls, ceiling & flooring
Light fixtures & outlets

Bathroom(s)

Copy this table once per bathroom.

Item	Condition at Move-In	Condition at Move-Out	Notes
Toilet
Sink, faucet & vanity
Tub / shower & tile
Caulking & grout
Mirror & medicine cabinet
Exhaust fan
Towel bars & fixtures
Walls, ceiling & flooring
Water pressure & drainage

Bedroom(s)

Copy this table once per bedroom.

Item	Condition at Move-In	Condition at Move-Out	Notes
Door & lock
Walls & ceiling
Flooring / carpet
Windows, screens & locks
Blinds / curtains
Closet doors & shelving
Light fixtures & outlets
Heating / AC vents

Exterior & Other

Item	Condition at Move-In	Condition at Move-Out	Notes
Exterior doors & locks
Porch / balcony / patio
Yard / landscaping (if tenant-maintained)
Garage / parking area
Storage areas
Mailbox & keys
Laundry: washer & dryer
Water heater
Stairs & railings
Basement / attic (if accessible)

Signatures

By signing below, the parties acknowledge that they inspected the property together and that this checklist accurately reflects its condition on the date(s) indicated. ______ pages of photos are attached and incorporated by reference.

Move-in inspection

Tenant signature: ____________________ Date: ________

Landlord signature: __________________ Date: ________

Move-out inspection

Tenant signature: ____________________ Date: ________

Landlord signature: __________________ Date: ________

How to Use the Checklist

Walk the unit together. Do the inspection with the tenant before (or on the day) they move in, ideally before boxes arrive and while the unit is empty. Go room by room in order so nothing gets skipped.
Be specific in the Notes column. "Fair" tells a judge nothing; "two-inch scratch on hardwood near window, photo #12" ends the argument. Test appliances, run faucets, flush toilets — don't just look.
Take timestamped photos and video. Photograph every room and every noted defect. Most phones timestamp automatically; reference photo numbers in the checklist so the two records tie together.
Both parties sign, both keep copies. Sign and date the completed checklist, give the tenant a copy (some states require this), and store yours with the lease. A scan or photo of the signed document is fine — just make sure it survives until move-out.
Repeat at move-out. Walk the unit again with the same form, fill the Move-Out column, and compare against the move-in baseline before deciding any deposit deductions.

Frequently Asked Questions

Is a move-in checklist legally required?

It depends on the state. Some states require landlords to provide a move-in inspection checklist or condition statement — sometimes as a precondition to keeping any of the security deposit — while others don't mention one at all. Even where it's optional, a signed move-in checklist is the single best piece of evidence in a deposit dispute, so treat it as standard practice regardless of what your state requires.

Who fills out the move-in checklist — landlord or tenant?

Ideally both, together. The landlord typically prepares the form and walks the unit with the tenant, noting the condition of each room and item as they go. The tenant should add anything the landlord missed. Both parties sign and date it, and each keeps a copy. A checklist only one side filled out is far weaker evidence than one both sides agreed to.

Are photos enough, or do I still need a checklist?

Use both — they do different jobs. Photos and video prove what a spot looked like on a specific date; the checklist proves both parties reviewed the whole unit and agreed on its condition, including things photos capture poorly (odors, appliance function, water pressure). The strongest documentation is a signed checklist with timestamped photos referenced in the notes column.

What counts as pre-existing damage?

Pre-existing damage is any defect that was present before the tenant moved in — scratched floors, a chipped countertop, a stained carpet, a cracked tile. Whatever is recorded on the signed move-in checklist (and in the photos) is pre-existing, and the tenant can't be charged for it at move-out. That's distinct from normal wear and tear, which happens during the tenancy and generally can't be deducted from the deposit either.

This template and guide are general information for educational use, not legal advice. Move-in inspection and security deposit rules vary by state — verify your state's requirements or consult a local attorney.

Keep Your Property's Condition Story in One Place

A checklist captures one day. Kelpic® tracks the rest — a maintenance history for every unit and inventory records of what's installed — so when move-out comes, you know what was fixed, when, and what was there to begin with.

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