Move-In Condition Reports: The States That Require One
Washington, Massachusetts and Virginia require a written record of a rental’s condition at move-in, with deadlines and penalties that protect the deposit.
By Seayora Editorial Team · Published · Facts checked · 3 min read
Short answer: Some states make a written move-in condition report a legal requirement, not just good practice. Washington bars a landlord from collecting any deposit without a signed checklist describing the unit’s condition, and a landlord who skips it is liable for the deposit. Massachusetts requires a condition statement within ten days of the tenancy beginning, with a mandatory bold notice, and Virginia requires a written report itemizing existing damage within five days after occupancy.
Key takeaways
- Washington: no deposit without a written lease and a checklist signed by both sides; skipping it makes the landlord liable for the deposit (RCW 59.18.260).
- Massachusetts: a separate signed condition statement within ten days after the tenancy begins, with a 12-point bold notice; the tenant has 15 days to respond (M.G.L. c. 186, § 15B).
- Virginia: a written report of existing damage within five days after occupancy, deemed correct unless the tenant objects in writing within five days (Va. Code § 55.1-1214).
- In every state, a dated record with photos is what decides a deposit dispute.
Is a move-in inspection required by law?
In some states, yes. Elsewhere a move-in report is optional but is still the best evidence of what damage existed before the tenant moved in, which is the question every deposit dispute turns on. The three states below spell out what the report must contain and when it is due; our security deposit rules by state cover the return deadlines that follow move-out.
| State | When | What it must do | Consequence | Source |
|---|---|---|---|---|
| Washington | At the start of the tenancy, before collecting a deposit | Describe condition, cleanliness and damage, signed and dated by both; tenant gets a copy | No checklist: landlord liable for the deposit, plus costs and fees to the prevailing party | RCW 59.18.260 |
| Massachusetts | On receipt of the deposit or within 10 days of the tenancy beginning, whichever is later | Separate signed statement of condition and existing damage, with a 12-point bold notice | Tenant has 15 days to return it or attach a list of damage | M.G.L. c. 186, § 15B |
| Virginia | Within 5 days after occupancy | Written report itemizing existing damage | Deemed correct unless the tenant objects in writing within 5 days | Va. Code § 55.1-1214 |
What does Washington require?
“No deposit may be collected by a landlord unless the rental agreement is in writing and a written checklist or statement is provided by the landlord to the tenant at the commencement of the tenancy specifically describing the condition and cleanliness of or existing damages to the premises,” including walls, flooring, furniture and appliances. Both sides sign and date it, the tenant gets a copy and may ask for one free replacement, and no deposit may be withheld for ordinary wear. A landlord who collects a deposit without the checklist “is liable to the tenant for the amount of the deposit,” and the prevailing party may recover costs and attorneys’ fees (RCW 59.18.260).
What does Massachusetts require?
A landlord who accepts a security deposit must, on receiving it or within ten days after the tenancy begins, whichever is later, give the tenant “a separate written statement of the present condition of the premises,” including a comprehensive list of existing damage and any certified or adjudicated code violations, signed by the landlord. The top of the first page must carry a prescribed notice in 12-point bold type telling the tenant to check it and return it, or attach a signed list of damage, within 15 days; if the tenant sends a list, the landlord must respond within 15 days with agreement or a statement of disagreement (M.G.L. c. 186, § 15B).
What does Virginia require?
The landlord must, “within five days after occupancy of a dwelling unit, submit a written report to the tenant itemizing damages to the dwelling unit existing at the time of occupancy,” and the report is deemed correct unless the tenant objects in writing within five days. A landlord may instead let the tenant prepare the report, or prepare it jointly, under a written policy (Va. Code § 55.1-1214). Virginia also gives the tenant the right to be present at the move-out inspection on request (Va. Code § 55.1-1226).
What makes a condition report hold up?
- Room by room, with the items the statute names, such as walls, flooring, appliances and furnishings.
- Dated photos of every room and of any existing damage.
- Signatures from both sides, and a copy delivered to the tenant on the day.
- The same checklist used again at move-out, so each deduction compares like with like.
Frequently asked questions
Can a Washington landlord keep a deposit without a move-in checklist?
No. A landlord may not collect a deposit without a written rental agreement and a signed move-in checklist, and one who does is liable to the tenant for the deposit.
How long does a Massachusetts tenant have to return the condition statement?
Fifteen days after receiving it or after moving in, whichever is later. A statement not returned may be treated by a court as agreement that it is correct.
Who prepares the move-in report in Virginia?
The landlord, within five days after occupancy, unless the landlord’s written policy lets the tenant prepare it or both prepare it jointly.
State-by-state rules
- How long does a landlord have to return a security deposit? — compared across 48 states and the District of Columbia
Sources
- RCW 59.18.260, Moneys paid as deposit or security — Written rental agreement and checklist required, Washington State Legislature
- M.G.L. c. 186, § 15B, Security deposits and statement of condition, Massachusetts Legislature
- Va. Code § 55.1-1214, Inspection of dwelling unit; report, Virginia General Assembly
- Va. Code § 55.1-1226, Security deposits, Virginia General Assembly
How Seayora helps
Move-in and move-out inspections: Structured move-in and move-out checklists with photos, so every deduction is backed by a dated record.
This article is general information, not legal advice. Landlord-tenant law varies by state and city and changes often, so check the current rule for your property and talk to an attorney before acting on a dispute.
How we write and check these guides: editorial standards.
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