Rental Property Move-In Inspection Checklist for Property Managers

Most security deposit disputes are decided by one document: the move-in inspection. If it is detailed, dated and photographed, the conversation at move-out is short. If it says "good condition" on every line, both sides end up arguing from memory.

This checklist is for property managers, leasing agents and landlords doing move-in inspections with residents. Many states and countries have specific rules about inspection reports, deposits and timelines; check your local landlord-tenant law and use any required forms.

Before the Inspection

Confirm the unit turnover is complete. See apartment turnover checklist for property managers.
Schedule the inspection with the resident, ideally on move-in day
Bring the inspection form, a phone with a charged battery and good light
Make sure utilities are on so you can test fixtures

How to Photograph

Take a wide photo of each room from the doorway, then close-ups of any issues
Photograph every existing mark, scratch, stain or chip with something for scale
Keep the date and time recorded with the photos
Name or tag photos by room so they are easy to find later

Entry and Living Areas

Front door: locks, keys, peephole, door closer
Walls and ceilings: marks, holes, cracks, paint condition
Floors: carpet stains, wear, scratches on hard floors
Windows: locks, screens, blinds or curtains
Light fixtures and switches
Smoke and carbon monoxide alarms: test and record

Kitchen

Appliances: fridge, oven, hob, dishwasher, microwave; test each one
Sink, taps and under-sink area for leaks
Cabinets and drawers: doors, hinges, damage
Worktops: chips, burns, stains
Extractor fan and filter

Bathrooms

Toilet: flush, seat, base for leaks
Sink and taps
Shower and bath: drainage, grout, sealant, glass
Extractor fan
Mirrors and fixtures

Bedrooms

Walls, floors and ceilings
Closets: doors, rails, shelves
Windows and coverings
Outlets and lights

Outside and Shared Areas

Balcony or patio
Parking space and storage unit
Mailbox key
Any included outdoor equipment

Sign and Share

Walk through the completed form with the resident
Both parties sign and date it
Give the resident a copy along with the photos, or a link to them
Note any items the resident disagrees with
Log repair requests found during the inspection and assign them

Why It Matters

Deposit disputes cost time, goodwill and sometimes court fees. A clear inspection also builds trust with residents: it shows you treat the process fairly. The US Department of Housing and Urban Development has published inspection standards for assisted housing that are a useful reference for what a thorough inspection covers, even for private rentals.

How MyTeamTasks Helps

In MyTeamTasks, the move-in inspection can be a template with a photo task for each room and text tasks for meter readings and notes. Every photo is timestamped and stored with the checklist, so at move-out the comparison is quick. Repair items found during the inspection can be assigned to maintenance on the spot, with due dates the property manager can track.