Move-In / Move-Out Inspection Checklist

Move-In / Move-Out Inspection Checklist: a practical guide

A Move-In / Move-Out Inspection Checklist is a written record of a rental property's visible condition at the start or end of an occupancy. The landlord and tenant can use it to note areas or items that need attention and to record comments or disagreements.

What it's for

People commonly complete the checklist together when the tenant moves in, then use a fresh copy or a clearly dated update when the tenant moves out. Comparing the records can help both sides discuss changes in condition, cleaning, missing items, or repairs. It records observations; it does not decide by itself who is responsible for a problem. If using this form, put room-by-room observations and comments in Additional Terms & Provisions.

Use it for a house, apartment, room, or other rented space when both sides want a practical record of its condition. It may be useful alongside a lease, which covers broader rental terms. If the main goal is to set rent, occupancy, or other ongoing rental obligations, a lease or rental agreement is a better fit.

Walk through the property in good light, room by room, and describe what can be seen. Be even-handed: record existing wear as well as damage, and let either side add comments. If a checklist item does not fit the property, mark it as not applicable rather than leaving its status unclear.

Who uses it

• A landlord and tenant documenting the condition before a new occupancy.
• A tenant and landlord comparing the property's condition when the tenant leaves.
• People renting a room who want to record the condition of the room and shared areas.
• A property manager or other representative conducting an inspection for one side.
• Several co-tenants who want a shared record of the property's condition.

Terms to decide on

Inspection date and stage

State when the inspection took place and whether it records move-in or move-out condition. If the inspection happens after the keys are handed over or returned, say so and explain why.

Areas inspected

List each room, shared space, and relevant outdoor or storage area. Mark spaces that were not inspected and briefly state why, such as being inaccessible.

Condition and existing wear

Describe each item in specific, observable terms, including its location and condition. Distinguish existing wear or marks from a new issue, and avoid guessing about its cause.

Fixtures, appliances, and included items

Record the condition and, where useful, whether included items are present and working. Identify the item clearly, such as by room and type, and note when its operation could not be checked.

Utilities and access items

If useful, record visible meter readings and the number or type of keys, access cards, or remotes handed over or returned. Identify which side received or returned each item.

Photos and supporting records

Note whether photographs or other records are attached, and identify the room, item, or checklist entry they relate to. Keep the same dated copies available to both sides.

Comments and follow-up

Write down each side's comments, any item they do not agree about, and any agreed next step. Include who will follow up and a target date if both sides choose one.

Acknowledgment and signatures

Decide what each signature is meant to confirm, such as that the person reviewed the recorded observations. Add a space for a person to say they disagree or did not inspect an area, rather than treating silence as agreement.

Common mistakes

• Writing only “good” or “damaged” without saying what was inspected, where it is, or what was observed.
• Leaving an area blank when it was not inspected. Mark it clearly as not inspected or not applicable and state the reason where helpful.
• Describing a condition as new or caused by a particular person without a reliable basis. Record what was observed and leave responsibility to be discussed separately.
• Taking photos without noting which room or checklist item they show, or keeping different sets without telling the other side.
• Recording a meter reading, appliance status, or key count from memory instead of checking it during the walk-through.
• Signing a copy that does not include a person's comments or disagreements. Make sure the final record shows both the observation and any unresolved difference.

Before you sign

• Walk through every listed area and mark anything not inspected.
• Check that each condition note identifies the room or item and describes what you observed.
• Confirm that existing wear, missing items, and items that could not be tested are recorded accurately.
• Match any photos or attachments to the relevant checklist entries and keep copies available to both sides.
• Check any meter readings and count keys, cards, or remotes together where possible.
• Add each person's comments or disagreement before signing, and make sure the record states what the signatures acknowledge.
• Keep a dated copy of the completed checklist and its attachments.