Move-In and Move-Out Inspections: A Landlord's Room-by-Room Checklist

Many security deposit disputes come down to one question: what did the unit look like when the tenant moved in? If you cannot answer that with a signed report and dated photos, you are relying on memory, and so is your tenant. A proper move-in and move-out inspection takes an hour or two and can save you weeks of back-and-forth later.

This guide explains why inspections matter, how to do them well and what to check in each room. It is general guidance, not legal advice. Deposit and inspection rules vary by province and state, so check what applies to your rental.

Why inspections matter

A move-in inspection sets the baseline. A move-out inspection compares the unit against it. Together, they let you separate normal wear and tear from damage the tenant should pay for.

Without a baseline, it is hard to prove that a stained carpet or cracked tile was not already there. With one, the conversation becomes much simpler: here is the photo from move-in, here is the photo from move-out.

Some provinces and states require landlords to complete a condition report at the start and end of a tenancy, and some provide a standard form. Some also tie your ability to make deposit deductions to having done one. Rules differ, so look up your local residential tenancy requirements before your next move-in.

How to do an inspection properly

Before you start

• Schedule the inspection close to the move-in or move-out date, ideally when the unit is empty.
• Invite the tenant to attend and note whether they did.
• Bring your checklist, a phone or camera with the date and time enabled, and good lighting.

Take dated photos

Photos are your strongest evidence. A few habits make them far more useful:

• Start each room with a wide shot from the doorway, then move to close-ups.
• Photograph anything worn or damaged with something for scale, such as a coin or tape measure.
• Keep the original files with their date and time information. Screenshots and edited copies are weaker evidence.
• Take the same shots at move-out from roughly the same angles, so comparisons are easy.

Video walk-throughs are a good addition, but they do not replace clear still photos of specific issues.

Write it down

Next to each item, record its condition in plain words: new, good, fair, worn or damaged. Add a short note for anything that is not in good condition, such as “small chip on left edge of counter, about 1 cm.”

Get it signed

At the end of the walk-through, have the tenant review and sign the report. If they disagree with something, let them write their note on it. A signed report with the tenant’s own comments carries more weight than one only you have seen. Give them a copy and keep yours with the lease.

Room-by-room checklist

Use this as a starting point and adjust it for your property.

Entry and hallways

• Front door, lock, deadbolt and peephole
• Doorbell and intercom
• Walls, ceilings and trim
• Flooring
• Light fixtures and switches
• Closets, doors and shelving

Living and dining areas

• Walls, paint and any nail holes
• Flooring or carpet, including stains and wear paths
• Windows, screens, blinds and window coverings
• Outlets and switches
• Light fixtures and ceiling fans
• Heating vents, baseboard heaters or radiators

Kitchen

• Countertops and backsplash
• Cabinets, drawers, hinges and handles
• Sink, faucet and drain
• Stove, oven, range hood and filter
• Refrigerator and freezer, including seals and shelves
• Dishwasher and microwave, if provided
• Flooring near the sink and appliances for water damage

Bathrooms

• Toilet, seat and flushing
• Sink, vanity and faucet
• Tub or shower, caulking, grout and tiles
• Shower head and water pressure
• Exhaust fan
• Mirrors, towel bars and accessories
• Signs of mould or water damage

Bedrooms

• Walls, ceilings and flooring
• Closets, doors and sliding tracks
• Windows, locks and coverings
• Outlets, switches and lights

Utility and outdoor areas

• Laundry machines and dryer vent
• Water heater and furnace area (visual check only)
• Smoke and carbon monoxide alarms, tested and dated
• Balcony, patio, deck or yard
• Parking space, garage or storage locker
• Keys, fobs and remotes handed over, with a count

Comparing move-in and move-out

At move-out, walk the same route with the same checklist. For each item, compare the current condition against the move-in record.

Situation	Likely category	What to record
Light scuffs on walls after several years	Normal wear and tear	Note only
Carpet flattened in walkways	Normal wear and tear	Note only
Large holes, burns or broken fixtures	Possible damage	Photos, description, repair estimate
Missing keys or fobs	Possible charge	Count and replacement cost

What counts as wear and tear versus damage, and how deductions must be itemized and returned, is set by local rules. When in doubt, check with your local landlord and tenant authority or a legal professional.

Keep everything in one place

The inspection is only useful if you can find it later. Store the signed report, photos and any repair invoices with the tenant’s lease and payment records, not in a phone camera roll.

TryRentGo includes inspections with photos alongside your properties, units, leases and maintenance requests, so move-in and move-out records sit next to everything else for that tenancy. You can find more practical guidance in our property management industry guide.

The short version

Inspect at move-in and move-out, take dated photos from consistent angles, record condition in plain words, have the tenant sign and store it all with the lease. Check your provincial or state rules for any required forms or deadlines. A little time at the start of a tenancy makes the end much easier for both of you.