Room-by-room template
Pre-built move-in template covering every standard residential room, appliance, and system.
Move-in inspection
Move-in inspection app with photo proof and tenant sign-off
A move-in inspection sets the baseline for the entire tenancy. DoneTrace captures the unit's condition room by room with photo proof, timestamps every step, and gets the tenant to sign the record — so the move-out inspection has something real to compare against.
The move-in inspection is the most important record in the entire tenancy. Every scratch, stain, and existing damage documented on day one is a scratch, stain, or damage you cannot be held responsible for at move-out. Skipping it — or doing it on paper without photos — is the single biggest cause of security-deposit disputes.
DoneTrace's move-in inspection template walks the property room by room: entry, living room, kitchen, bathrooms, bedrooms, laundry, exterior. Each step requires a photo, and the tenant reviews and signs the report from their own phone before the keys are handed over. The record is stored per-property so the move-out inspection loads it automatically for comparison.
Because tenants sign the report on their own device, there is no dispute later about whether the inspection was fair or whether the photos are recent. Every photo has a timestamp. Every step has an order. Every signature is bound to the record. The share link and PDF packet are landlord-ready the moment sign-off happens.
What you get
Required photo per step
The inspection cannot be completed without proof photos on the required steps — no blank fields, no missing evidence.
Tenant sign-off from any device
Send a share link. Tenant reviews photos and signs from their own phone. No account, no install.
Automatic move-out comparison
When the move-out inspection runs, DoneTrace loads the move-in photos side by side so damage is obvious.
Audit-ready PDF
One-click PDF with cover page, photos in context, timestamps, and the tenant's signature — accepted by mediators and small-claims courts.
Multi-unit support
Track move-ins across a portfolio. Each unit has its own history — first inspection to latest.
How it works
- Step 1
Load the move-in template
Open the checklist for the unit. Every room, appliance, and system is already listed.
- Step 2
Walk the property with the tenant
Photograph each step. Note any pre-existing damage. The tenant confirms in real time.
- Step 3
Get the signature
Send the share link. The tenant reviews photos on their phone and signs off before keys change hands.
- Step 4
Save & archive the PDF
Export the PDF packet. Store it with the lease. It is the reference for every future inspection on the unit.
Free download
The Move-in inspection sample pack (PDF)
Printable move-in, move-out and turnover checklists with an evidence column, plus a tenant sign-off page. Use them on-site immediately, or turn them into a photo-proof digital run on DoneTrace in one click.
- 40-item move-in checklist
- 38-item move-out checklist
- Turnover / make-ready template
- Tenant sign-off page
DoneTrace vs. traditional move-in inspection
| Capability | DoneTrace | Traditional / other apps |
|---|---|---|
| Photo proof required per room | Yes | Paper: no. Apps: usually optional. |
| Tenant sign-off on their phone | Yes, no account | Often requires tenant account |
| Move-in vs move-out comparison | Automatic side-by-side | Manual, hours of work |
| Time-stamped evidence | Every photo, every step | Camera roll only |
| Accepted in disputes | PDF packet with signatures | Depends on completeness |
| Cost to run | Free plan covers unlimited move-ins | $$ per inspection or seat |
Common scenarios
Single-family rental
Landlord-led move-in with tenant sign-off before keys are handed over.
Multi-unit apartment building
Property manager runs the same template on every unit turnover.
Furnished rental
Add appliance and furniture-condition steps to the template with required photos.
Room-in-house rental
Scoped inspection covering the room, shared spaces, and access hardware.
Short-term to long-term conversion
Baseline the unit before the first long-term tenant moves in.
Frequently asked questions
What should a move-in inspection cover?
Every room, every major appliance, walls, floors, ceilings, windows, doors, plumbing fixtures, HVAC vents, smoke and CO detectors, and the exterior including any outdoor space. Add a photo per step so the condition is unambiguous.
Should the tenant be present for the move-in inspection?
Yes. A tenant-present, tenant-signed move-in inspection is far harder to dispute later. DoneTrace's sign-off flow is designed for this — the tenant reviews and signs on their own phone.
How long should the tenant have to review the report?
Most landlords allow 48 to 72 hours after move-in. DoneTrace share links can be sent immediately and stay valid until you revoke them.
Does a move-in inspection replace a lease?
No. It is an attachment to the lease that documents the unit's condition on day one. Store the PDF with the lease.
Can I use my own move-in checklist?
Yes. Start from the DoneTrace template and edit rooms, steps, and required fields. Templates are reusable across every unit you manage.
Is a photo really enough evidence?
A time-stamped photo attached to a specific checklist step, with a tenant's signature on the completed report, is the strongest evidence short of video. It is the standard mediators and small-claims courts expect.
Run your next move-in inspection today
Free move-in inspection template, mobile-first, tenant sign-off included. Start in under a minute.
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FAQ
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