A move-in inspection is the single best protection a renter has against being charged later for damage that was already there. Done right, it creates a dated, shared record of the unit's exact condition on day one, so that when the lease ends the conversation about your security deposit starts from facts instead of memory. For a landlord, the same record is just as valuable: it documents that the home was delivered clean and functional, and it sets a clear baseline that separates normal wear and tear from tenant-caused damage.
This checklist walks through what to look at, room by room, and how to document it so the record holds up. ListMyHomes.com is a rental-by-owner marketplace and a licensed brokerage acting only as a neutral facilitator, so the guidance below is educational and general. It is not legal, financial, or tax advice, and the rules for deposits, timelines, and disclosures vary by state and by lease. When a contract term, a deposit dispute, or a legal question is on the line, talk to a qualified real estate attorney before you sign or withhold anything.
Do It Before You Move a Single Box In
The inspection only works if it happens before your furniture, your belongings, and your foot traffic enter the picture. Walk the empty unit on or before the day you take possession, ideally with the landlord or property manager present, so both parties see the same things at the same time. An empty room makes scratches, stains, dents, and gaps obvious in a way a furnished one never will.
Bring the lease and any move-in condition form the landlord provides, plus your phone for photos. If your state or your lease calls for a written condition statement, fill it out then and there, have both parties sign and date it, and make sure each side keeps a copy. A signed, dated baseline is what turns a casual walkthrough into a record you can actually rely on later.
Document Everything With Time-Stamped Photos and Video
Photograph every room from multiple angles, then move in close on anything already worn or damaged: stained carpet, chipped paint, cracked tile, scuffed floors, loose fixtures, water marks under sinks. A short narrated video walking through each room is a strong supplement, because it captures context and continuity that single photos can miss.
Keep the original files with their embedded date stamps rather than screenshots, and store a backup in cloud storage or email a copy to yourself so the timestamp is independently verifiable. The goal is simple: if a charge is ever proposed at move-out, you can show exactly what that surface looked like the day you arrived.
Work Room by Room, Top to Bottom
Move through the unit methodically so nothing gets skipped. Walls and ceilings: check for cracks, holes, water stains, and prior paint touch-ups. Floors: note scratches, burns, stains, soft spots, and squeaks. Doors and windows: confirm they open, close, lock, and seal, and that screens and blinds are intact. Closets and cabinets: open every one and check shelves, rails, and hinges.
In the kitchen and bathrooms, run each faucet for hot and cold, check water pressure and drainage, look for leaks under sinks, and flush every toilet. Test the stove burners, oven, range hood, refrigerator, dishwasher, and garbage disposal. Note the make and condition of each appliance on your form so there is no later confusion about what was provided and how it worked.
Test the Systems You Cannot See
Some of the most expensive problems hide behind the walls. Flip every light switch and test every electrical outlet, ideally with a small plug-in tester or a phone charger. Confirm heating and air conditioning both reach the temperature you set them to. Locate the breaker panel, the water heater, and the main water shutoff, and note their condition.
Safety devices deserve special attention. Check that smoke and carbon monoxide detectors are present and that they respond when tested, and note the date. If anything is missing or non-functional, flag it to the landlord in writing right away, since these items are typically the landlord's responsibility to keep operational under most leases and local codes.
Note Pre-Existing Issues in Writing and Agree on Repairs
For every defect you find, write a specific, factual description on the condition form: location, what it is, and how severe. Avoid vague entries like bad or dirty in favor of concrete notes such as two-inch scratch on left of stove or slow drain in hall bathroom sink. Specificity is what makes the record useful months later.
If the landlord agrees to fix certain items, get that commitment in writing, including what will be repaired and a reasonable target timeframe, and keep the photos of the before condition. A friendly verbal promise is easy to forget; a dated written note attached to the signed inspection form is not. Keep these expectations factual and reasonable rather than treating the form as a negotiation over rent or lease terms.
Understand Wear and Tear Versus Damage, and Keep the Record
Move-out charges usually turn on the line between normal wear and tear, which is the gradual aging a unit experiences from ordinary living, and damage, which goes beyond that. Faded paint, lightly worn carpet in walkways, and minor nail holes are commonly treated as wear; large stains, holes in walls, broken fixtures, and pet damage are commonly treated as tenant damage. Exactly where that line sits is governed by your state's law and your lease, so review both and ask an attorney if a specific charge is in dispute.
File the signed inspection form, your photos, and your video together and keep them for the entire tenancy plus a reasonable period after you move out. When you eventually vacate, repeat the same documentation process on the way out. A matched pair of dated, detailed records, one at move-in and one at move-out, is the clearest evidence either party can have if a deposit question ever arises.
ListMyHomes.com is a licensed brokerage that acts only as a neutral facilitator and does not provide legal, financial, tax, or appraisal advice. Figures are illustrations, not advice; consult a licensed professional for your specific situation.