Apartment inspection checklist
Apartment inspections protect both landlords and tenants. A written record — with dated photos of every wall, appliance, and fixture — is the single most effective tool for preventing security-deposit disputes and documenting the true condition of a unit at handover. This checklist walks through a full apartment inspection room by room, tuned for typical urban and suburban rentals from studios to three-bedroom units.
Who it's for
Landlords running one to twenty units, property managers standardizing move-in and move-out across a portfolio, tenants documenting the unit at move-in to protect their deposit, and inspectors delivering a same-day condition report.
Key facts
- Covers entryway, kitchen, living, bath, bedrooms, storage, exterior
- Every step attaches photos, timestamps, and optional notes
- Works from any phone — no app install required
- Exports to a landlord-ready PDF packet
The full checklist
- 1Entryway and hall
Door, deadbolt, peephole, wall condition, floor scuffs, closet interior, coat hooks. Photograph each surface.
- 2Kitchen — cabinets and counters
Every cabinet door interior, drawer slides, counter chips, backsplash grout, sink caulk. Note any missing hardware.
- 3Kitchen — appliances
Fridge (interior, seals, ice maker), stove (burners, oven interior, hood filter), microwave, dishwasher (racks, gasket), disposal. Run each briefly.
- 4Kitchen — plumbing
Sink faucet spray, under-sink leaks, water pressure, drain speed. Check the shutoffs turn freely.
- 5Living / dining area
Wall condition (nail holes, patches), ceiling stains, floor scratches or worn spots, baseboards, window operation, blinds, screens.
- 6Windows and screens
Every window opens and locks. Screens intact. Sills clean and unwarped.
- 7Bathroom — fixtures
Toilet flush, seat, base caulk. Sink drain, faucet handles. Vanity interior. Mirror condition.
- 8Bathroom — tub and shower
Grout, caulk, tile chips, shower head flow, drain speed, glass door hinges, curtain rod.
- 9Bathroom — ventilation
Exhaust fan runs and vents. No visible mold on ceiling or grout lines.
- 10Bedrooms
For each bedroom: walls, floor, closet interior, door and hardware, windows, blinds, light fixtures and switch plates.
- 11Flooring across unit
Photograph carpets, hardwood, and tile in each room. Note stains, scratches, gaps at baseboards.
- 12Walls, paint, and ceilings
Any patches, unpatched holes, water stains, cracked drywall, texture inconsistencies.
- 13HVAC and thermostat
Thermostat responsive. Filter clean (photograph). Heat and cool both start. Vents unblocked.
- 14Smoke and CO detectors
Test each detector with the button. Note battery type. Photograph placement.
- 15Electrical
Every outlet tested with a plug tester. Switches operate. Panel labeled. GFCIs trip and reset in kitchen and bath.
- 16Storage / laundry
Washer and dryer condition (if included). Utility closet clean. No leaks around water heater.
- 17Exterior — balcony, patio, entry
Balcony railing, deck surface, entry door hardware, unit number plate, mailbox key received.
- 18Keys, remotes, and access
Log every key, fob, remote, and code. Confirm they work at the door before leaving.
Pro tips
- Timestamp is automatic in DoneTrace, but writing the date in a photo (e.g. a piece of paper in-frame) removes any doubt.
- Two photos beat one: a wide shot for context, a close-up for detail.
- Both parties should sign the completed report — DoneTrace supports reviewer sign-off on paid plans.
Frequently asked
How long does an apartment inspection take?⌄
A one-bedroom typically takes 20–35 minutes with photos. A three-bedroom with in-unit laundry can take 45–60. Turnover inspections with a cleaner present are usually faster.
Do I need to sign the inspection?⌄
For move-in and move-out, both the landlord (or agent) and tenant should sign. In DoneTrace, reviewer sign-off is captured in the PDF packet.
What resolution should photos be?⌄
Default phone camera is plenty. What matters is that the surface and any damage are clearly identifiable — take a wide shot and a close-up for anything abnormal.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.