The move-in inspection is the single most important thing you can do to protect your security deposit. Every scratch, dent, stain, and broken item you document now cannot be charged to you when you leave. Every defect you fail to document creates a dispute you may lose. This checklist covers every room systematically so nothing slips through.
Critical rule: Complete the inspection before bringing any boxes inside. Take date-stamped photos and email them to your landlord within 24 hours. The email timestamp is your legal protection.
How to Conduct the Inspection
What You Need
- Your smartphone (for photos and video)
- A written move-in inspection form (printable versions available online, or use this checklist)
- Good lighting (use your phone flashlight for dark corners and closets)
- Outlet tester or phone charger to test all outlets
- A note-taking app or pen and paper
The Process
- Walk through the unit before moving anything in
- Document every defect with close-up photos AND wide-angle context shots showing location
- Record a video walkthrough — narrate what you see
- Note defects on your written inspection form with room and specific location
- Email everything to the landlord within 24 hours with the subject line: "Move-in Inspection — [your address] — [date]"
- Request the landlord acknowledge receipt in writing
General Checklist: All Rooms
Check each of these items in every room:
- Walls — scuffs, scratches, holes (including behind where the door would hang), water stains, peeling paint
- Ceilings — water stains (brownish rings), cracks, peeling paint
- Floor — scratches, stains, soft spots, damaged grout, loose tiles, uneven boards
- Baseboards — chips, gaps, damage
- All light fixtures — do all lights turn on? Are bulbs provided?
- All electrical outlets — plug in a charger to test each one
- All light switches — do they operate the correct fixtures?
- Windows — open, close, lock; check for cracks, broken seals (foggy glass), missing/damaged screens
- Blinds and curtains — operate properly; no broken slats or cords
- Closets — doors operate; shelving condition; light (if present)
- Doors — close and latch properly; lock and unlock; doorstops present
- Heating vents and registers — present and in good condition
Kitchen Checklist
- Stove/oven: Turn on all burners; test the oven preheat; check broiler
- Range hood: Fan operates; light works; grease filter condition
- Refrigerator: Cools properly; all shelves present; ice maker (if applicable); seals on both doors
- Dishwasher: Run a cycle to confirm it fills, washes, and drains without leaks
- Microwave (if provided): Heats; turntable rotates; fan works
- Sink: Hot and cold water; drainage speed; garbage disposal (if present); leaks under the sink
- Cabinets and drawers: Open and close properly; hinges intact; interior condition
- Countertops: Chips, cracks, burns, stains
- Backsplash: Cracked or missing tiles; grout condition
- Floor: Grout condition; tiles cracked; vinyl peeling; water damage near sink
Bathroom Checklist
- Toilet: Flushes and refills; no running or rocking; seat intact
- Shower/tub: Hot and cold water pressure; drains quickly; caulk condition around edges
- Shower head: Operates; no excessive mineral buildup
- Sink: Hot and cold water; drains; look under cabinet for leaks
- Vanity/cabinet: Doors and drawers function; interior condition
- Mirror: Condition; any cracks
- Exhaust fan: Operates; noise level
- Tiles and grout: Missing or cracked tiles; mold or mildew in grout
- Caulk: Around tub, shower, and sink — check for gaps, mold, or missing sections
- Towel bars and toilet paper holder: Secured to wall; condition
- Floor: Soft spots (possible subfloor water damage near toilet or tub)
Bedroom Checklist
- All walls, floor, and ceiling (per the general checklist above)
- Closet — doors, shelving, lighting, rod
- Windows — condition, lock function, screen
- Ceiling fan (if present) — all speeds operate; light works; no wobbling
- All outlets and switches
- Door to bedroom — latches and locks properly from both sides
Living Room / Common Areas Checklist
- All walls, floor, and ceiling
- Ceiling light or fan
- All outlets and switches
- Entry door — deadbolt and chain/bar lock operate; door closer (if present)
- Balcony or patio (if applicable) — condition of floor, railing security, sliding door operation and lock
- Fireplace (if present) — condition; damper operation; no debris in firebox
- Thermostat — confirm temperature and heating/cooling function
Safety Equipment Checklist
These items are required by law in virtually all US states. Confirm they are present and functional:
- Smoke detectors: Press the test button in each unit; confirm battery is fresh
- Carbon monoxide detector: Required in units with gas appliances or attached garage in most states; test button
- Fire extinguisher: Not universally required in apartment units, but verify if present and check gauge
- Deadbolt locks: All entry doors should have functioning deadbolts
- Window/sliding door locks: All operable windows should lock
- Peephole: Present on entry door
Exterior and Building Areas
If applicable, also inspect:
- Assigned parking space — condition, markings, any existing damage
- Storage unit (if assigned) — condition and lock
- Laundry room — note machine condition and any issues you observe
- Mailbox — key provided; operates properly
- Garbage and recycling area — access and condition
After the Inspection: What to Do Next
- Compile all photos, video, and written notes
- Send everything to the landlord via email within 24 hours with a clear subject line
- Request written confirmation that the landlord received the email
- Keep a copy of all documentation permanently (cloud backup recommended)
- Note any items the landlord agreed to repair and follow up in writing if they're not addressed within 30 days
For more on protecting your deposit throughout your tenancy, see our guide on security deposit laws by state and our guide on how to dispute a security deposit if you encounter problems at move-out.
Sources: U.S. Department of Housing and Urban Development tenant guide · Nolo.com security deposit protection guidelines · State landlord-tenant inspection requirements. Last verified March 2026.
Disclaimer: This content is for informational purposes only. Last updated: March 2026.
Frequently Asked Questions
- When should I do a move-in inspection?
- Do the move-in inspection before you bring any of your belongings inside. The inspection must happen on or before your first day of possession — ideally with your landlord or property manager present. Once your furniture and boxes are inside, it becomes much harder to document pre-existing damage and easier for a landlord to claim it was caused during your move.
- What should I do with the move-in inspection report?
- After completing the inspection, photograph every defect you documented. Email the photos and the completed inspection form to your landlord within 24 hours of move-in. This creates a timestamped email record that is very difficult to dispute. Keep a copy for yourself. Request that the landlord sign and return the inspection form acknowledging the pre-existing conditions.
- Does the landlord have to be present for the move-in inspection?
- In California and some other states, landlords are legally required to offer a pre-move-out inspection. For move-in inspections, it is strongly recommended to have the landlord or property manager present and signing the inspection form. If they're unavailable, document everything with photos and video on your own and send it to them in writing within 24 hours.