Move-In / Move-Out Checklist
A complete Move-In / Move-Out Checklist protects both landlords and tenants by recording property condition at key transition points. Detailed records prevent disputes over security deposits. They create clear condition baselines and provide legal protection if disagreements arise. Using a detailed Move-In / Move-Out Checklist ensures you capture all needed information. You’ll follow steady procedures and keep professional standards that reduce conflict.
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Move-In / Move-Out Checklist: Complete Guide for Landlords
Whether you manage single-family homes or many units, following a clear Move-In / Move-Out Checklist makes transitions smooth. This guide covers condition records, system testing, utility readings, access device inventory, and tenant sign-offs. Our checklist helps you handle every move with confidence. You’ll protect your investment while keeping positive tenant relationships.
Document Property Condition with Photos
Walk through the entire property in a planned way. Take photos of every room and area. Your Move-In / Move-Out Checklist should capture walls, ceilings, floors, windows, doors, closets, countertops, cabinets, and fixtures from many angles. Use time-stamped photos for all shots. Take wide shots showing overall room condition. Also capture close-ups of specific damage or issues. Record everything including existing damage, stains, wear, and cleanliness levels. This sets clear baselines.
Create detailed written notes with your photos. Note condition as “excellent,” “good,” “fair,” or “poor” for each element. Describe specific damage including size, location, and severity. Stay objective without personal judgments. For move-outs, compare current condition to move-in records. Identify damage beyond normal wear and tear. Your checklist tells normal wear like minor scuffs from damage needing deductions. Large wall holes, broken fixtures, heavy stains, or dirt needing deep cleaning require deductions.
Check Appliances, Plumbing, and Electrical Systems
Test all appliances included in the rental completely. Run the refrigerator, stove, oven, dishwasher, washer, dryer, garbage disposal, and microwave through full cycles. Check for proper operation, leaks, and drainage. Record any problems with photos. Your Move-In / Move-Out Checklist should record model and serial numbers for warranty tracking. Note all scratches, dents, or damage. This sets clear condition baselines at move-in. It also identifies tenant-caused damage at move-out.
Check all plumbing and electrical systems in order. Turn on faucets, flush toilets, and test showers and drainage. Look under sinks for leaks. Check water heater operation. Test all outlets with plug testers. Operate light switches and fixtures. Test GFCI outlets using test buttons. Check circuit breaker panels for proper labels. Your checklist records all broken outlets, switches, fixtures, or plumbing issues. This prevents fights over whether problems existed before move-in.
Record Utility Meter Readings
Record readings for all utility meters. This includes electric, gas, and water meters. Take photos of displays clearly showing readings and meter ID numbers. Your Move-In / Move-Out Checklist should use time-stamped photos. These provide proof of reading dates if disputes arise. For buildings with separate unit meters, verify you’re reading the correct meter. This ensures accurate records.
Contact utility providers to set up service or final billing. Time transfers with physical possession dates. Provide move-in readings to utility companies when tenants start accounts. This ensures they’re charged only for their usage. For move-outs, get final readings. Submit them to utility companies for accurate final bills. Your checklist handles utility duties whether tenants pay directly or utilities are included in rent. This requires landlord-kept accounts with recorded readings for accounting.
Confirm Keys, Fobs, and Remotes
Create a full inventory of all access devices. Include house keys, mailbox keys, garage or storage keys, and amenity keys. List security gate remotes or fobs and garage door openers. Note smart lock or alarm codes. Your Move-In / Move-Out Checklist records the exact number of each item provided. Have tenants sign receipt acknowledgment. Provide at least two house keys per adult tenant. Remind tenants they’re responsible for all items issued. They’ll be charged for replacements if lost or not returned.
At move-out, verify return of all access devices. Count keys carefully and collect all remotes and fobs. Turn off smart lock codes right away. Change access codes for keypads, gates, and alarm systems. Your checklist charges tenants for rekeying costs through security deposit cuts if keys aren’t returned. This typically costs $75 to $150 per lock or $200 to $400 for complete replacement. Record all missing items and charges clearly on final move-out statements. This prevents former tenant access and keeps property security.
Get Tenant Acknowledgment and Signatures
Do move-in checks with tenants present. Walk through the property together reviewing condition records. Allow tenants to note any issues they see. Provide copies of all records including checklists, photos, and noted issues. Have tenants sign and date move-in checklists. This shows they reviewed and agree with recorded condition. Your Move-In / Move-Out Checklist may include 24 to 48-hour grace periods. This allows tenants time for careful personal inspection. They can add observations before final records.
Schedule move-out checks comparing current condition to move-in records. Note any damage beyond normal wear. Talk about potential security deposit cuts with tenants. Give them a chance to fix minor issues before final inspection. Have tenants sign move-out checklists. Provide copies of records including photos and itemized cut lists. Send these within state-required timeframes, typically 14 to 30 days. Your checklist protects you legally when signatures and proper record steps are followed steadily for every transition.
Move-In / Move-Out Checklist Takeaways
Following a complete Move-In / Move-Out Checklist protects landlords and tenants through detailed condition records at transition points. Record property condition fully with time-stamped photos and written notes. Test all appliances and systems checking they work. Record utility meter readings setting usage duty. Confirm all access devices are provided and returned. Get tenant signatures creating legally binding acknowledgments. Your checklist prevents disputes and supports security deposit decisions. It keeps professional standards helping everyone involved in rental deals while protecting your investment through steady procedures and careful records.
FAQs
Your move-in move-out checklist should include time-stamped photos of every room from multiple angles documenting walls, floors, ceilings, windows, doors, appliances, and fixtures. Test all systems including plumbing, electrical outlets, appliances, and HVAC to verify proper function. Record utility meter readings, create written descriptions of condition for each element, and obtain tenant signatures acknowledging the documented condition to establish clear baselines preventing future disputes.
Security deposit return timelines vary by state, typically ranging from 14 to 30 days after tenants vacate the property. Your move-in move-out checklist documentation supports itemized deduction lists required by most states explaining any amounts withheld for damages beyond normal wear and tear. Send security deposit refunds or itemized statements via certified mail to tenants’ forwarding addresses within your state’s required timeframe to avoid penalties including forfeiture of withholding rights or additional damages.
Normal wear and tear includes minor scuffs on walls, light carpet wear in traffic areas, small nail holes from hanging pictures, and faded paint from sun exposure that doesn’t require security deposit deductions. Damage requiring deductions includes large holes in walls, broken fixtures or appliances, pet damage like scratches or odors, excessive stains on carpets or countertops, and filth requiring professional cleaning beyond normal turnover. Your move-in move-out checklist distinguishes between acceptable aging and tenant-caused damage through detailed documentation comparing move-in and move-out conditions.
Tenants should be present for move-in inspections to review and acknowledge property condition, though landlords can conduct inspections without them if scheduling doesn’t work. Move-out inspections don’t legally require tenant presence in most states, though inviting tenants allows them to see identified issues and potentially address minor problems before final inspection. Your move-in move-out checklist benefits from tenant participation creating collaborative documentation and reducing disputes, but landlords can complete thorough inspections independently if tenants can’t attend.
If tenants dispute security deposit deductions, provide detailed documentation from your move-in move-out checklist including photos showing damage, receipts for repairs or cleaning, and comparison to move-in condition. Respond promptly and professionally to tenant concerns explaining charges clearly with supporting evidence. Most disputes resolve through communication showing proper documentation, but tenants can file small claims court cases challenging improper deductions, making thorough move-in move-out documentation essential for defending your position legally.