Why a Move-In Inspection Matters

The gap between getting your keys and getting your deposit back can be months or years — but what happens on day one determines a lot about how that ending plays out. A move-in inspection is your clearest opportunity to document the apartment's existing condition before you become responsible for it.

Without written and photographic evidence, disputes at move-out often come down to your word against your landlord's. That's a position no renter wants to be in. Understanding security deposit rules and what counts as normal wear and tear starts with the inspection you do before you unpack.

This checklist is organized room by room and system by system. Work through it methodically, take time-stamped photos of every issue you find, and submit a signed copy to your landlord in writing. Keep your own copy somewhere you can retrieve it easily — email it to yourself, save it in cloud storage, or both.

Send Your Report in Writing — Always

A verbal conversation with your landlord about existing damage carries almost no weight in a dispute. Always submit your inspection findings via email or another written method that creates a timestamp and a record. Ask for written confirmation that your landlord received it. Some states have legal requirements around move-in inspection forms and timelines — check your state's tenant protection laws or contact a local tenant rights organization to understand your specific obligations and rights.

What You'll Need Before You Start

Gather your tools before entering the unit so you can move efficiently through every room without backtracking.

Required

Smartphone with camera

Take time-stamped photos and short videos of every room and any defects found.

Required

Move-in inspection form

A written form — provided by your landlord or downloaded from your state's tenant rights website — to record each item's condition.

Required

Flashlight or phone torch

Illuminate dark corners, under-sink cabinets, and closets where defects are easy to miss.

Required

Small plug-in device or phone charger

Test every electrical outlet in the unit without relying solely on built-in fixtures.

Required

Notepad or note-taking app

Record written descriptions of defects that correspond to your photos for a complete paper trail.

Optional

Tape measure

Measure rooms or doorways if you need to plan furniture placement on move-in day.

The Move-In Checklist

Work through every group below. Note defects with a brief written description and a corresponding photo. Even minor issues — a small scuff, a slow drain, a stiff window — are worth capturing. What seems trivial now can look like damage later.

Walls, Floors, and Ceilings

Photograph all walls in each room, noting any scuffs, holes, stains, or peeling paint before touching them. Must
Inspect flooring for scratches, chips, stains, or loose boards and photograph each defect with a reference object for scale. Must
Check ceilings for water stains, cracks, or discoloration that could signal a past or active leak. Must
Test all doors and closets to confirm they open, close, and latch properly without sticking. Should

Windows, Locks, and Entry Points

Open and close every window to confirm it operates smoothly and latches securely. Must
Check all window screens for tears or missing screens and document any damage. Should
Test the deadbolt and handle lock on the front door; confirm all keys provided actually work. Must
Inspect sliding glass doors or patio doors for proper track alignment and functional locking mechanisms. Should

Kitchen

Run all burners and the oven to confirm they heat properly and that controls respond correctly. Must
Run the dishwasher through a short cycle to confirm it starts, drains, and doesn't leak. Must
Run both the hot and cold taps at the sink and check under the cabinet for any moisture, drips, or staining. Must
Open and close all cabinets and drawers, noting any broken hinges, missing hardware, or water damage inside. Should
Check the refrigerator temperature and inspect the freezer seal and interior for odors or damage. Should

Bathrooms

Flush every toilet and confirm it fills correctly, doesn't run continuously, and is not loose at the base. Must
Run the shower and bathtub, checking water pressure, drain speed, and the condition of caulk and grout. Must
Test the bathroom exhaust fan and confirm it turns on and moves air. Should
Check under the sink for any signs of past leaks, staining, or soft cabinet flooring. Must

Electrical, Plumbing, and HVAC

Plug a phone charger or small lamp into every outlet in each room to verify it is functional. Must
Flip every light switch and confirm corresponding fixtures work; note any missing bulbs that could mask a wiring issue. Should
Turn on the heating and cooling system and let it run for several minutes to confirm it cycles and produces airflow. Must
Locate the circuit breaker panel and confirm it is labeled and accessible. Nice to have

Safety Devices and Building Systems

Press the test button on every smoke detector and carbon monoxide alarm to confirm they are functional. Must
Locate the fire extinguisher if one is provided and check that its pressure gauge is in the green zone. Must
Identify the location of the main water shut-off valve and note it for future emergencies. Should
Ask your landlord for the date of the last HVAC filter change and the schedule for future replacements. Nice to have

Exterior, Parking, and Storage

Inspect any assigned parking space, garage, or storage unit and photograph their current condition. Should
Test any garage door openers or key fob access provided to confirm they work. Should
Check shared laundry equipment or in-unit washer and dryer hookups to confirm they are in working order. Should

Final Documentation Steps

Compile all photos and written notes into a single timestamped document or email thread. Must
Send the completed inspection report to your landlord in writing within 48 hours of receiving keys and request written confirmation of receipt. Must
Save your copy of the report in at least two locations — such as email and cloud storage — so it remains accessible at move-out. Must

Once you've completed every group, compile your notes and photos into a single document or email thread. Send it to your landlord within 24 to 48 hours of receiving the keys. Request written acknowledgment that they received it. If your state or local jurisdiction uses a standardized move-in inspection form, use that form — your landlord may be legally required to provide one. Check your local tenant rights resources or your state attorney general's website to confirm the rules in your area.

Renting involves ongoing responsibilities beyond move-in day. If your living situation changes — for example, if you ever consider subletting your apartment — the same documentation habits you build now will help protect you then. And if you're ever weighing renting against buying, our guide on what new homeowners are rarely warned about puts the responsibilities of ownership in perspective.

This article is for general informational purposes only and does not constitute legal or financial advice. Tenant-landlord laws vary significantly by state and locality. Consult a licensed attorney or your local tenant rights organization for guidance specific to your situation.