Move-in checklist
The move-in walk-through is the single most important documentation event in a tenancy. It fixes the baseline condition of the unit — every mark on every wall, every appliance's working state, every key that changes hands — and that baseline is what a security-deposit decision will be measured against on move-out. Doing it right takes 30–45 minutes and prevents almost every future dispute.
Who it's for
New tenants moving into a rental, landlords handing over a unit, property managers standardizing move-ins across a portfolio, and roommates documenting shared space.
Key facts
- Sets baseline condition for the tenancy
- Room-by-room photo proof
- Every key, remote, and code logged
- PDF report signed by both parties
The full checklist
- 1Meet at the unit — both parties present
Landlord or property manager and tenant both walk the unit together. Set the expectation up front.
- 2Confirm identity + lease reference
Photograph the lease cover page or the unit number so the record is anchored.
- 3Entry door and locks
Test every lock with every key. Photograph door and hardware condition.
- 4Room-by-room — walls, floors, ceilings
Wide shot + close-up of any pre-existing damage. Do not skip any surface.
- 5Kitchen — appliances one by one
Run each appliance briefly. Photograph the interior of the fridge, oven, and dishwasher.
- 6Bathrooms — fixtures and water pressure
Toilet flush, sink drain, tub or shower, water pressure, exhaust fan.
- 7Windows, screens, and blinds
Every window opens, locks, has an intact screen. Blinds operate.
- 8HVAC on / off test
Heat and cool both start. Filter condition photographed.
- 9Smoke and CO detectors
Test each with the button. Battery type noted.
- 10Electrical spot-check
GFCIs trip in kitchen and bath. Sample of outlets tested.
- 11Utility meters and shutoffs
Photograph meter readings on the day of move-in. Locate main water and gas shutoffs.
- 12Keys, remotes, fobs, codes
Log every key and confirm each works. Rotate any smart-lock code the previous tenant knew.
- 13Both parties sign
Reviewer sign-off in DoneTrace, or physical signature on the exported PDF.
- 14Share the PDF
Both landlord and tenant keep a copy. The PDF is the reference on move-out day.
Pro tips
- Photograph everything even if you think it looks fine — the shot you didn't take is the one you'll wish you had.
- Record meter readings so utility disputes can't shift responsibility later.
- Rotate smart-lock codes the same day — the previous tenant knowing the code is a common oversight.
Frequently asked
How long should a move-in walk-through take?⌄
30–45 minutes for a one-bedroom, up to 90 for a large single-family with outbuildings.
What if the landlord won't do a walk-through with me?⌄
Run the checklist yourself and share the PDF with them via email the same day. A dated, timestamped record is legally protective even without their signature.
Do photos really matter?⌄
Yes. Deposit disputes routinely turn on whether a specific mark was there on move-in day. A dated photo answers that in one image.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.