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.
What should a move-in inspection checklist include?
Every room's walls, floors, ceilings and windows; each appliance and whether it runs; bathroom fixtures and water pressure; heating and cooling; smoke and CO detectors; electrical spot-checks; meter readings; and every key, remote and code handed over.
What is the difference between a move-in and a move-out checklist?
The move-in checklist records the condition of the unit when the tenancy starts. The move-out checklist is run against it at the end, so any difference between the two photos of the same spot is what a deposit decision turns on.
Should the landlord and tenant both sign the move-in checklist?
It is better when both do, because the record then shows both sides agreed on the starting condition. If the landlord will not sign, send the dated report to them by email the same day so the date is on record.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.