Tenant inspection checklist
Tenants often accept the unit at move-in without documenting anything, then lose deposit money at move-out for damage that was already there. This checklist is written from the tenant's side: what to photograph, what to note, and what to send to the landlord — so on move-out day, the paper trail is on your side.
Who it's for
New tenants moving into any rental (apartment, condo, house), roommates documenting shared space, and student housing tenants.
Key facts
- Tenant-side language and priorities
- Photo proof of pre-existing damage
- PDF you keep, independent of the landlord
- Works whether or not the landlord participates
The full checklist
- 1Ask the landlord to do the walk-through with you
Best case: both parties sign the same record. If refused, proceed alone.
- 2Photograph every wall in every room
Wide shot of each wall. Any mark or hole gets a close-up.
- 3Photograph every floor
Wide + close-up of any stain, scratch, or worn area.
- 4Photograph every appliance
Interior of fridge, oven, dishwasher. Any existing dirt or damage.
- 5Photograph every fixture
Toilet, sink, tub, shower — any chips, stains, mildew.
- 6Test everything
Every outlet with your phone charger, every faucet, every burner. Note anything broken.
- 7Photograph windows and blinds
Any cracks, missing screens, broken blinds.
- 8Record meter readings
Photograph gas, electric, water meters on move-in day.
- 9Log keys received
Photograph every key, fob, and remote you received. Confirm they work.
- 10Send the packet to the landlord
Email the PDF the same day. Ask them to acknowledge in writing.
Pro tips
- 'When in doubt, take the photo.' Storage is cheap; a lost deposit is not.
- Send the PDF from your own email so the timestamp is independent of the landlord's system.
- Keep a copy for at least three years after move-out.
Frequently asked
What if my landlord refuses to sign?⌄
Send the PDF to them by email the same day. The dated, timestamped email plus the packet is strong evidence even without their signature.
Do I need my landlord's permission to photograph?⌄
You have the right to document the condition of the unit you rent. Common courtesy is to tell them you're doing it.
How does this help at move-out?⌄
It sets an unambiguous baseline. Any damage claimed on move-out that isn't in the move-in photos is on the landlord to prove.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.