A move in inspection checklist is one of the few things a tenant can control before a lease dispute starts. If you move furniture in, unpack boxes, and only later notice damage, it becomes much harder to prove what was already there when you received the unit.
The goal of an apartment move in checklist is simple: create a clean, time-stamped rental inspection record that shows the condition of the property on day one. That record becomes your baseline if a landlord later says you caused stains, dents, broken fixtures, or missing items.
Below is a practical checklist you can use for a fast but thorough walkthrough, plus tips for turning your notes into documentation a landlord cannot easily dismiss.
Before you start, gather the right evidence
Do the inspection before decorating, before moving heavy furniture into place, and ideally before your first full night in the unit. Good documentation is easiest when rooms are still empty and the natural light is clear.
Bring the same tools to every rental inspection so the final report is consistent and easy to review later.
- Your phone with the date and time set correctly
- A charger or battery pack
- The lease, move-in form, or landlord checklist if one was provided
- A flashlight for closets, cabinets, under sinks, and utility areas
- A notepad or digital checklist for fast room-by-room notes
Start with wide photos, then capture close-up proof
For each room, take at least one wide photo that shows the overall layout. Then move closer and photograph every issue from more than one angle. Wide photos establish location; close-up photos establish the defect.
If something is scratched, chipped, stained, loose, cracked, rusted, warped, or missing, say so in plain language. A rental inspection report is stronger when the photos and the written note match each other directly.
Living room and bedroom move in inspection checklist
Start in the largest living spaces first. These rooms often reveal wall repairs, flooring wear, damaged blinds, or outlet issues that are easy to miss after your belongings are in place.
- Walls: scuffs, nail holes, dents, peeling paint, patchwork, stains
- Ceilings: cracks, water marks, bubbling paint, missing smoke detector covers
- Floors and carpet: stains, tears, lifted edges, warped boards, deep scratches
- Windows: cracked panes, broken locks, torn screens, condensation, difficult opening
- Blinds or curtains: missing slats, bent hardware, detached brackets
- Doors and frames: sticking, chipped paint, broken stops, misalignment
- Closets: shelf stability, rod condition, door tracks, lighting
- Outlets and switches: test that they work and photograph any broken covers
Kitchen rental inspection checklist
The kitchen is one of the highest-risk areas for later deposit disputes because appliances, cabinets, counters, and plumbing all show wear differently. Be specific here.
- Refrigerator: dents, shelf cracks, gasket wear, interior stains, cooling issues
- Oven and stove: burner function, grease buildup, broken knobs, damaged racks
- Microwave or hood vent: fan operation, light function, missing filters
- Sink and faucet: leaks, water pressure, slow draining, loose handles
- Under-sink area: moisture, mold, prior repair marks, soft cabinet base
- Cabinets and drawers: chips, loose hinges, sticking tracks, missing hardware
- Countertops and backsplash: burns, cracks, lifted edges, grout gaps
- Dishwasher: rack rust, broken wheels, standing water, detergent buildup
Bathroom move in checklist
Bathrooms often hide water damage. Open everything, run the water, and take extra photos around caulk lines, under sinks, and near the tub or shower base.
- Tub and shower: chips, mildew, cracked caulk, weak water pressure, poor drainage
- Tile and grout: missing grout, staining, loose tiles, previous repairs
- Toilet: wobble, weak flush, leaks at base, cracked seat or tank lid
- Vanity and sink: drainage, faucet leaks, cabinet swelling, mirror damage
- Exhaust fan and lights: functionality, noise, dust buildup
- Towel bars, hooks, and accessories: secure mounting and missing hardware
Entryway, hallway, and utility areas
Smaller spaces are easy to skip, but landlords often include them in deduction notes. Treat these areas the same way you treat the bigger rooms.
- Entry door: lock function, weather stripping, peephole, paint damage
- Hallway flooring: scratches, stains, transition-strip damage
- Washer and dryer: operation, lint buildup, hose condition, leaks
- Water heater or utility closet: rust, leaking, unusual noise, access damage
- Thermostat and HVAC vents: thermostat operation, dirty filters, damaged covers
Send the report immediately after the walkthrough
A move in inspection checklist is most valuable when it is shared quickly. Send the landlord or property manager the same day so there is a record that the issues were identified at move-in, not weeks later.
If the landlord has an official form, complete it. Even so, keep your own full photo-backed report. Their checklist may be too short to capture everything you found.
Common mistakes that weaken a move-in report
Most tenants do not lose deposit disputes because they had no evidence at all. They lose because the evidence is incomplete, disorganized, or too late. A better apartment move in checklist avoids those failure points.
- Only photographing obvious damage and skipping clean-looking rooms
- Taking blurry close-ups without a wide room context photo
- Writing vague notes like 'bad condition' instead of specific issues
- Failing to test sinks, lights, locks, appliances, and drains
- Keeping everything on a phone without turning it into a shareable report
Put the guide into practice
Turn your checklist into a timestamped report
Depozit helps you convert move-in photos into a professional inspection report you can send to your landlord the same day.
Frequently asked questions
When should I do a move-in inspection?
Do it as close to key pickup as possible and before you fully move in. The more the apartment still looks untouched, the easier it is to connect existing damage to the landlord’s possession period rather than yours.
What if my landlord already gave me a checklist?
Use it, but do not rely on it alone. Many landlord forms leave out details and have very little room for notes. Keep your own photo-rich report as the complete record.
Are photos enough for a rental inspection?
Photos are essential, but labels and room-by-room notes make them far more persuasive. A landlord should be able to open the report and immediately understand what each image shows.
Should I email the move-in inspection report?
Yes. Email creates a dated paper trail showing when you reported each issue. Save the sent message and any replies together with the inspection report.