Free Move-in and Move-out Inspection Checklist for Landlords (2026)
The move-in inspection is as important as the lease itself. Landlords lose 78% of security deposit disputes when they cannot produce documentation of the property's condition at move-in. This room-by-room checklist, combined with timestamped photos, creates an evidence trail that protects both landlord and tenant.
Updated 10 April 2026
Why the Inspection Checklist Matters
78%
of deposit disputes are lost by landlords who cannot produce move-in documentation
$1,200
average disputed deduction amount in deposit disputes
95%+
of disputes resolved in landlord's favor when photos and signed checklist exist
Room-by-Room Inspection Checklist
For each item, note the condition as: Excellent, Good, Fair, Poor, or Damaged. Add specific descriptions for anything less than Good. Both landlord and tenant should initial each room section.
Living Areas
| Item | What to Check | Condition | Notes |
|---|---|---|---|
| Walls | Marks, holes, paint condition, cracks, wallpaper condition | ___________ | ___________ |
| Floors | Stains, scratches, carpet wear, tile cracks, hardwood condition | ___________ | ___________ |
| Windows | Operation, locks, screens, blinds/curtains, glass condition | ___________ | ___________ |
| Outlets/switches | All functioning, cover plates intact, GFCI testing | ___________ | ___________ |
| Light fixtures | Functioning, bulb type, fixture condition | ___________ | ___________ |
| Ceiling | Stains, cracks, paint condition, fan operation | ___________ | ___________ |
| Doors | Operation, locks, handles, weather stripping | ___________ | ___________ |
| Baseboards | Condition, gaps, paint | ___________ | ___________ |
Landlord initials: ______ Tenant initials: ______ Date: ______
Kitchen
| Item | What to Check | Condition | Notes |
|---|---|---|---|
| Countertops | Chips, stains, burns, caulk condition | ___________ | ___________ |
| Cabinets | Doors alignment, drawers operation, handles, interior cleanliness | ___________ | ___________ |
| Sink and faucet | Leaks, drainage speed, sprayer, garbage disposal | ___________ | ___________ |
| Dishwasher | Operation, racks, door seal, drainage | ___________ | ___________ |
| Stove/oven | All burners, oven temperature, knobs, cleaning condition | ___________ | ___________ |
| Refrigerator | Temperature, shelves, drawers, ice maker, door seals | ___________ | ___________ |
| Microwave | Operation, interior condition, turntable | ___________ | ___________ |
| Flooring | Tile condition, grout, stains, under-appliance condition | ___________ | ___________ |
Landlord initials: ______ Tenant initials: ______ Date: ______
Bathrooms
| Item | What to Check | Condition | Notes |
|---|---|---|---|
| Toilet | Operation, flush mechanism, base seal, tank condition | ___________ | ___________ |
| Tub/shower | Caulk, drain speed, fixtures, shower head, tile grout | ___________ | ___________ |
| Sink/vanity | Drain, faucet operation, cabinet condition, mirror | ___________ | ___________ |
| Exhaust fan | Operation, noise level, vent condition | ___________ | ___________ |
| Flooring | Tile condition, grout, water damage signs, caulk at edges | ___________ | ___________ |
| Towel bars/hooks | Secure mounting, condition | ___________ | ___________ |
Landlord initials: ______ Tenant initials: ______ Date: ______
Bedrooms
| Item | What to Check | Condition | Notes |
|---|---|---|---|
| Closets | Doors operation, rods secure, shelving, light | ___________ | ___________ |
| Windows | Operation, locks, screens, blinds | ___________ | ___________ |
| Outlets | All functioning, cover plates | ___________ | ___________ |
| Flooring | Carpet condition, stains, hardwood scratches | ___________ | ___________ |
| Walls/ceiling | Marks, holes, paint, cracks | ___________ | ___________ |
Landlord initials: ______ Tenant initials: ______ Date: ______
Exterior (if applicable)
| Item | What to Check | Condition | Notes |
|---|---|---|---|
| Yard condition | Lawn health, landscaping, sprinkler system | ___________ | ___________ |
| Fencing | Condition, gates, locks | ___________ | ___________ |
| Driveway/walkways | Cracks, stains, tripping hazards | ___________ | ___________ |
| Gutters | Clean, properly attached, downspouts | ___________ | ___________ |
| Mailbox | Condition, lock operation | ___________ | ___________ |
| Exterior paint | Peeling, fading, damage | ___________ | ___________ |
Landlord initials: ______ Tenant initials: ______ Date: ______
Systems
| Item | What to Check | Condition | Notes |
|---|---|---|---|
| HVAC | Operation (heat and cool), filter condition/size, thermostat | ___________ | ___________ |
| Water heater | Age, temperature setting, leak signs, pressure relief valve | ___________ | ___________ |
| Smoke detectors | Every bedroom + hallway, battery test, expiration date | ___________ | ___________ |
| CO detectors | Near gas appliances and bedrooms, battery test | ___________ | ___________ |
| Fire extinguisher | Location, charge level, expiration | ___________ | ___________ |
| Doorbell | Operation | ___________ | ___________ |
| Keys and locks | Count all keys, test all locks, garage remotes | ___________ | ___________ |
Landlord initials: ______ Tenant initials: ______ Date: ______
Photography Best Practices
Photos are your strongest evidence. California AB 2801 (effective 2026) now requires landlords to provide photographic documentation when claiming deposit deductions. Even in states without this requirement, photos are the standard of proof.
What to Photograph
- Every wall in every room (from corner to corner)
- Floors (wide shot + close-ups of existing damage)
- All appliances (open and closed)
- Inside closets and cabinets
- Bathroom fixtures and caulk
- Windows (inside and outside condition)
- Any existing damage (close-up with ruler for scale)
- Exterior (yard, driveway, fencing)
- Meters and HVAC equipment
Photography Tips
- Enable timestamp on your phone camera
- Use natural light when possible (open blinds)
- Take wide shots and close-ups of the same areas
- Include a reference object in damage photos (coin, ruler)
- Shoot video walkthrough as backup
- Email copies to the tenant immediately (creates a timestamp)
- Store in cloud backup (Google Drive, Dropbox)
- Average: 50-100 photos for a 2-bedroom unit
States That Require Inspections
| State | Requirement | Statute |
|---|---|---|
| Georgia | Move-in inspection list within 3 business days of occupancy | O.C.G.A. Section 44-7-33 |
| Michigan | Inventory checklist mandatory at move-in; without it, landlord cannot claim deposit deductions | MCL Section 554.608 |
| Maryland | Written list of existing damage required at move-in | Md. Code Real Property Section 8-203.1 |
| Arizona | Move-in form with itemized existing damages | A.R.S. Section 33-1321 |
| California | Not mandated, but AB 2801 requires photos for any deposit deductions (effective 2026) | Civil Code Section 1950.5 |
| Virginia | Move-in inspection report required within 5 days | VA Code Section 55.1-1214 |
How the Checklist Connects to Deposit Deductions
Here is a real-world scenario showing how the inspection checklist protects a landlord's deposit claim:
Move-In (January 2026)
Landlord and tenant complete the checklist together. Living room carpet: "Good condition, no stains." Photo taken and emailed to tenant. Kitchen countertop: "Small chip near sink, documented with photo." Both sign.
Move-Out (January 2027)
Landlord inspects using the same checklist. Living room carpet: "Large red wine stain in center, approximately 2 feet diameter." Photo taken. Kitchen countertop: "Same chip as move-in, no new damage."
Deposit Deduction
Landlord deducts $450 for carpet cleaning/replacement of the stained area. Itemized statement includes: move-in photo (no stain), move-out photo (stain), and carpet cleaning invoice. The chip on the countertop is not deducted because it was documented at move-in. Tenant receives $1,050 of the $1,500 deposit within 30 days.