The Ultimate Move-In Checklist for Renters: Inspect, Document, and Settle in Confidently

Moving into a new rental can feel overwhelming. Between scheduling utilities, carrying boxes, and signing forms, it's easy to miss small but important details that affect your security deposit, comfort, and legal protections. This guide walks you through a thorough move-in inspection and checklist you can use the day you pick up keys.

Why a move-in checklist matters

When you accept a rental, you inherit responsibility for the unit's cleanline ss and condition as of the move-in date. Landlords expect reasonable care, but mistakes in the initial documentation can turn into lost deposit money or disputes later. A careful move-in process gives you a written and visual record that protects your rights and builds trust with the landlord.

"A documented move-in inspection is the single most effective way to avoid deposit disputes later."

Before you arrive: what to bring

• Smartphone with a camera and charged battery
• Flashlight for dark corners and closets
• A printed copy of the lease and the landlord's contact info
• Notebook and pen
• Measuring tape
• Small toolkit for minor checks (screwdriver, battery tester)

Step-by-step move-in inspection

Take your time. Walk every room with the lights on and curtains pulled back. Use this room-by-room list to guide your notes and photos.

General items (apply to whole unit)

• Walls: Note stains, holes, scuffs, or cracks.
• Floors: Record chips, scratches, or carpet stains and odors.
• Doors and locks: Test entry and interior locks for secure operation.
• Windows: Check for broken panes, gaps, stuck screens, and functioning latches.
• Smoke and CO detectors: Verify presence and test functionality; note install dates if provided.
• Heating and cooling: Turn systems on; verify they respond and heat/cool properly.
• Water damage: Look for stains around ceilings, under sinks, and near windows.
• Pest signs: Note droppings, nests, or sightings.

Kitchen

• Appliances: Document brand, model, and condition of stove, oven, fridge, dishwasher, microwave.
• Sinks and faucets: Check drainage and look for leaks under cabinets.
• Cabinet doors and countertops: Note chips, loose hinges, or water damage.
• Garbage disposal: Test it briefly and confirm it starts and stops correctly.

Bathroom

• Toilet: Test flushes, check for wobble and leaks.
• Shower and tub: Test water pressure and temperature control; watch for mold or grout issues.
• Ventilation: Ensure exhaust fan works or windows open to reduce moisture.

Bedrooms and living room

• Closets: Open doors, inspect shelves and rods.
• Electrical outlets: Test with phone charger or small device; note any that don't work.
• Lighting fixtures: Replace bulbs if needed with landlord permission and record the state.

Balcony, patio, basement, and storage

These areas have specific concerns: structural integrity, railings, locks, drainage, and security. Take photos of any water pooling or structural cracks.

Documenting photos and video

Photos are the cornerstone of your move-in record. Photograph every room from multiple angles, close-ups of defects, appliance serial numbers, and meter readings (gas, electric, water) if accessible. Record short video walkthroughs stating the date and your name aloud for a timestamp-like verification.

Filling out the move-in form

Many landlords provide a move-in checklist or condition report. If they don't, provide a written list and attach photos. Be specific. Replace vague words like "okay" with concrete statements: "Living room ceiling has a 3-inch hairline crack 2 feet from north wall."

Reporting issues and requesting repairs

Send the completed move-in checklist to the landlord or property manager by email within 24 to 48 hours. Request written acknowledgment and a repair timeline for any safety or habitability issues. Keep copies of all communications.

Meter readings and utilities

Record meter readings on move-in day and save receipts for any utility transfers. If the landlord includes utilities in rent, confirm the billing arrangement in writing.

Small tips that make a difference

• Keep one sealed bag with basic supplies (toilet paper, soap, a few plates) so you can focus on the inspection without rushing home for basics.
• Ask the landlord about the preferred protocol for routine requests (email, portal, phone) and emergency repairs.
• Make two copies of the move-in checklist: one for you and one for the landlord.

What to do if your landlord resists documentation

Be calm and persistent. Explain that a documented condition report protects both parties and speeds up resolutions. If the landlord refuses, still document everything yourself and send it via email or certified mail and keep proof of delivery.

Final checklist before you sign the inventory

1. All photos and videos uploaded and backed up.
2. Move-in form completed and sent.
3. Repair requests clearly listed with photos attached.
4. Utilities recorded and scheduled.
5. Contact information and emergency procedures confirmed.

With these steps you reduce surprises, protect your deposit, and start your tenancy with clear expectations. Keep your documentation organized in a folder (digital or physical) throughout your lease term; it will be invaluable when moving out or resolving disputes.