Move-In & Move-Out Checklists
How to document a unit’s condition at move-in and move-out to protect both landlord and tenant when it’s time to return a deposit.
Most deposit disputes come down to one question: what condition was the unit really in? A documented checklist with photos answers it before an argument starts.
At move-in
- Walk the unit room by room with the tenant, or immediately after handoff.
- Photograph existing wear, damage, or issues.
- Have both sides acknowledge the condition report.
At move-out
Repeat the same walkthrough and compare against the move-in record. This is what separates normal wear and tear from damage that can be deducted from a deposit — and it’s far easier to agree on with photographic evidence from day one.
Keep it attached to the lease
Store both checklists as documents attached to the lease so they’re easy to find if a deposit dispute ever comes up months later.
Frequently asked questions
Who should be present for the move-in walkthrough?
Ideally both landlord and tenant, so both sides agree on the recorded condition. Where that isn’t practical, photograph the unit immediately before handoff and share the record with the tenant.
What counts as normal wear and tear?
Minor scuffs, small nail holes, and faded paint from ordinary living are typically normal wear and tear and shouldn’t be deducted from a deposit — actual damage beyond that is a different matter.
How many photos should a move-in checklist include?
Enough to cover every room and any existing issue — a handful of wide shots per room plus close-ups of anything unusual is generally sufficient to establish a clear baseline.
Can a tenant dispute the move-in checklist?
Yes — give the tenant a chance to review and flag anything they disagree with before both sides acknowledge it, so the record reflects a shared understanding rather than a one-sided assessment.