Who should be present for a move-in inspection?

Ideally you and the tenant, together, so both of you see the same condition and both sign the same record. If that is not possible, give the tenant your completed checklist and a window to add their own notes. Virginia, for example, lets a landlord's written policy have the tenant prepare the report, with the landlord then having five days to object in writing (Va. Code § 55.1-1214).

Do I need photos or is a signed checklist enough?

A signed checklist is the core record, and some states require one. Photos are what make it convincing: a dated photo of a stained carpet is hard to argue with, while 'carpet: fair' is easy to dispute. Take both.

How soon after move-in should the inspection happen?

Before the tenant moves belongings in is best. State deadlines differ: Massachusetts requires the condition statement on receipt of the deposit or within ten days after the tenancy starts, whichever is later (M.G.L. c. 186, § 15B(2)(c)), and Virginia requires the landlord's report within five days after occupancy (Va. Code § 55.1-1214).

Can I deduct for damage that was already on the move-in checklist?

Generally the point of the record is to separate existing damage from damage the tenant caused. Massachusetts, for one, bars deductions for damage listed in the signed statement unless the landlord repaired it and can prove later, unrelated damage (M.G.L. c. 186, § 15B(4)). Other states set their own deposit rules, so check yours.

How long should I keep the move-in checklist and photos?

At least through the tenancy and your state's deposit dispute period, and longer costs little. The record only helps if you can produce it when the deposit is contested.

Move-In Inspection Checklist for Landlords

A move-in inspection is a dated, room-by-room record of the unit's condition before the tenant's belongings arrive. Walk every room with the tenant, note each flaw in writing, photograph anything worth arguing about later, and have both of you sign. When the tenant moves out, that record is what separates damage that was already there from damage the tenant caused.

The record matters because deposit disputes are rarely about whether a wall is scuffed. They are about whether it was scuffed before. Without a record, it is your memory against theirs.

The move-in inspection checklist

Print this or copy it into your own template. For each item, write one of: good, worn, damaged, or missing, and add a short note with location and size ("hairline crack, 6 in., upper left corner of bedroom window").

Whole unit

Front and back door locks work; count and list the keys, fobs and garage openers handed over
Smoke detectors and carbon monoxide detectors are present and tested
Windows open, close and lock; screens present; no cracked glass
Thermostat, heating and cooling run
Light switches, outlets and fixtures work; bulbs present
Walls and ceilings: holes, cracks, water stains, paint condition
Floors and carpet: stains, scratches, burns, loose boards or tiles

Kitchen

Stove and oven: burners, oven, hood fan
Refrigerator and freezer: running, seals intact, shelves and drawers present
Dishwasher and garbage disposal run
Sink drains freely, no leaks under the cabinet
Cabinets and countertops: chips, stains, burns, hinges

Bathrooms

Toilet flushes and does not run; seat secure
Sink and tub or shower drain freely; faucets do not drip
Caulk, grout and tile: cracks, mold, stains
Exhaust fan runs; mirror and towel bars secure

Bedrooms, living areas and closets

Closet doors, shelves and rods
Blinds or curtain rods that you supplied
Any furniture or appliances included in the rental, listed by item

Laundry, garage, yard and exterior

Washer and dryer, if provided, run; hookups and vents clear
Garage door and opener work
Yard, fences, gates and sprinklers if the tenant is responsible for them
Mailbox key and any storage unit or assigned parking space

How to document it so it holds up

Inspect before the tenant moves in. Furniture hides floors and wall damage, and any damage found later is hard to attribute.
Walk it with the tenant. A record both of you saw and signed is far harder to dispute than one you made alone.
Photograph, don't just describe. Take a wide shot of each room, then close-ups of every flaw. Keep the original files, which usually carry the date and time.
Be specific about flaws. "Carpet: stained" can mean anything. "Wine-colored stain about 8 in. across by the living room window" is a fact.
Record meter readings and keys. Utility meter numbers and the number of keys handed over settle two common arguments.
Give the tenant a copy. Some states require it (Washington does), and it is the best way to show the record was shared.
File it with the lease. You will need it at move-out, possibly many months later, so store it where you can find it by unit and tenant.

Which states require a written move-in record

Some states require a written condition record or give the tenant a right to one. These four are examples, not a complete list.

State	What the statute says	Statute
Washington	The landlord must give the tenant a written checklist or statement of the premises' condition at the start of the tenancy, signed and dated by both, with a copy to the tenant. A landlord who collects a deposit without one is liable to the tenant for the deposit.	RCW 59.18.260
Massachusetts	When a security deposit is taken, the landlord must give a separate signed statement listing existing damage, on receipt of the deposit or within ten days after the tenancy begins, whichever is later. The statement must open with a bold notice telling the tenant to sign only if it is correct, or attach their own signed list, and to return it within 15 days of receiving it or moving in, whichever is later.	M.G.L. c. 186, § 15B(2)(c)
Virginia	The landlord must give the tenant a written move-in inspection report within five days after occupancy; the tenant has five days to object in writing, after which the report is deemed correct. A written policy may let the tenant prepare the report instead, or both parties may complete it jointly.	Va. Code § 55.1-1214
Maryland	A right rather than a flat duty: the deposit receipt must tell the tenant they can have the unit inspected in their presence, to make a written list of existing damage, if they request it by certified mail within 15 days of occupancy.	Md. Code, Real Prop. § 8-203.1

Even where no statute requires one, a signed checklist is still strong evidence. Rules on deposits, deadlines and itemized deductions differ by state, so read your own state's landlord-tenant statute or your housing agency's page. For advice about your own situation, ask a local attorney.

Keeping the record for move-out

The move-in checklist pays off at the end of the tenancy. Run the same checklist, with the same rooms and the same wording, at move-out, then compare the two item by item. Differences beyond ordinary wear are what a deduction is usually based on, and the comparison is easiest when both records use the same structure. Back each deduction with a receipt or invoice, which some states, Massachusetts among them, expect.

With Resida: start from a reusable room-by-room template, record each item's condition with photos on your phone, and send your tenant a link to do their own walkthrough without making an account. At move-out the two walkthroughs are shown side by side for each item, with amounts and receipts for the deduction report. See move-in and move-out walkthroughs, and how the lease and its signatures sit alongside them in lease management and document signing.

Move-in is step 9 of the full leasing sequence in the rental leasing checklist.

Sources: RCW 59.18.260 (Washington); M.G.L. c. 186, § 15B (Massachusetts); Va. Code § 55.1-1214 (Virginia); Md. Code, Real Property § 8-203.1 (Maryland).

Frequently asked questions

Who should be present for a move-in inspection?: Ideally you and the tenant, together, so both of you see the same condition and both sign the same record. If that is not possible, give the tenant your completed checklist and a window to add their own notes. Virginia, for example, lets a landlord's written policy have the tenant prepare the report, with the landlord then having five days to object in writing (Va. Code § 55.1-1214).
Do I need photos or is a signed checklist enough?: A signed checklist is the core record, and some states require one. Photos are what make it convincing: a dated photo of a stained carpet is hard to argue with, while 'carpet: fair' is easy to dispute. Take both.
How soon after move-in should the inspection happen?: Before the tenant moves belongings in is best. State deadlines differ: Massachusetts requires the condition statement on receipt of the deposit or within ten days after the tenancy starts, whichever is later (M.G.L. c. 186, § 15B(2)(c)), and Virginia requires the landlord's report within five days after occupancy (Va. Code § 55.1-1214).
Can I deduct for damage that was already on the move-in checklist?: Generally the point of the record is to separate existing damage from damage the tenant caused. Massachusetts, for one, bars deductions for damage listed in the signed statement unless the landlord repaired it and can prove later, unrelated damage (M.G.L. c. 186, § 15B(4)). Other states set their own deposit rules, so check yours.
How long should I keep the move-in checklist and photos?: At least through the tenancy and your state's deposit dispute period, and longer costs little. The record only helps if you can produce it when the deposit is contested.