Without a tenant move-in checklist, disputes over security deposits can become a matter of your word against theirs. Having a simple form documents the condition of the rental unit at the start of the lease and protects both landlords and renters when it’s time to move out.
Why a Tenant Move-In Checklist Matters
A move-in checklist benefits both landlords and tenants by creating a shared record of the property’s condition. For landlords, it serves as proof if damage occurs beyond normal wear and tear, making security deposit deductions easier to justify. It also helps ensure that maintenance issues are promptly addressed, thereby protecting the rental’s value.
In some states, using a move-in checklist is more than good practice; it’s a legal requirement. A signed checklist can be evidence if a disagreement over deposit deductions ends up in small claims court. It also provides a clear baseline, making for a more efficient move-out inspection, as both parties can compare the current condition with the original record.
Tenants benefit as well. A completed checklist can give your renters peace of mind that they won’t be responsible for pre-existing damage. Using a move-in checklist fosters transparency, builds trust, and sets the tone for a professional landlord-tenant relationship.
Move-In Checklist Laws by State
Some states make a move-in checklist a legal requirement. In these states, landlords must complete the checklist with the tenant at the start of the lease and provide a signed copy. Failing to use a move-in checklist where required can limit your ability to claim deductions from the security deposit later.
| State | Requirement |
| Alaska | As decided by the landlord (Alaska Stat. § 34.03.020(e)) |
| Arizona | All new tenancies (Ariz. Rev. Stat. § 33-1321(C)) |
| Connecticut | All new tenancies (tenant can opt out) (Conn. Gen. Stat. § 47a-7c) |
| Georgia | Tenancies collecting a security deposit (GA Code § 44-7-33) |
| Hawaii | All new tenancies (HI Rev. Stat. § 521-42(6)) |
| Kansas | All new tenancies (Kan. Stat. § 58-2548) |
| Kentucky | Tenancies collecting a security deposit (only in URLTA counties) (KY Rev. Stat. § 383.580(2) – (4)) |
| Maryland | Tenancies collecting a security deposit (tenant can opt out) (MD Code, Real. Prop. § 8-203.1(a)(1) & (a)(2)) |
| Massachusetts | Tenancies collecting a security deposit (Mass. Gen. Laws ch. 186 § 15B(2)) |
| Michigan | Tenancies collecting a security deposit (Mich. Comp. Laws § 554.608) |
| Minnesota | All tenancies (tenant can opt out) (Minn. Stat. § 504B.182(1)) |
| Montana | Tenancies collecting a security deposit (Mont. Code § 70-25-206(2)(a)) |
| Nevada | All written rental agreements (NV Rev. Stat. § 118A.200(k)) |
| North Dakota | All new tenancies (N.D. Cent. Code § 47-16-07.2) |
| Utah | All new tenancies (Utah Code § 57-22-4(6)) |
| Virginia | All new tenancies (Va. Code § 55.1-1214) |
| Washington | Tenancies collecting a security deposit (Wash. Rev. Code § 59.18.260(2) & (3)) |
| Wisconsin | Tenancies collecting a security deposit (Wis. Admin. Code ATCP § ATCP 134.06(1)(b)) |
What a Tenant Move-In Checklist Should Include
A comprehensive move-in checklist should cover every part of the rental property. Being thorough at the start will ultimately save time and help prevent disputes from arising later.
Here’s what to include:
- Property information: Address, date of inspection, landlord and tenant names, and lease start date.
- Room-by-room condition: Include space to note the condition of floors, walls, ceilings, doors, windows, and light fixtures in each room.
- Appliances and fixtures: If there are major appliances, like a refrigerator, dishwasher, washing machine, and dryer, check that they work properly. Note any scratches or dents, and verify that plumbing fixtures, such as the sink, shower, and tub faucets, are not leaking.
- Safety items: Verify that smoke and carbon monoxide detectors are operational, fire extinguishers are present if required, and entry locks are secure.
- Utilities: Record the meter readings for water, gas, and electricity if applicable.
- Exterior areas: If applicable, inspect garages, patios, decks, landscaping, and walkways.
- Photos and documentation: Attach images for a visual record of the property’s condition.
- Signatures: Both landlord and tenant should sign and date the completed checklist to make it official.
A detailed checklist helps landlords stay organized and gives renters confidence that any pre-existing issues won’t come back to haunt them when they move out.
When to Send a Move-In Checklist
Landlords should provide the move-in checklist at or before the lease signing, and complete it with the tenant during the initial walkthrough. Sharing the checklist early gives tenants time to review what the inspection will include and sets clear expectations before they move in.
How to Use a Move-In Checklist
Once you have a move-in checklist ready, follow these steps to complete it thoroughly:
- Schedule a walkthrough: Arrange a time to meet your tenant at the property before handing over the keys.
- Go room by room: Inspect each space together, marking the condition of walls, floors, fixtures, and appliances. Take photos as you go to document any existing issues.
- Test systems and utilities: Check smoke detectors, locks, plumbing, and appliances to ensure they are functioning properly. Record utility meter readings if needed.
- Discuss findings: Review everything you noted on the checklist so the tenant clearly sees what you recorded and what you plan to repair. If you agree to make a repair, write the expected completion date directly on the checklist.
- Sign and date the checklist: Both parties should sign and keep a copy. Provide the tenant with a digital or printed version for their records.
- Follow up after move-in: Offer renters a short grace period, typically 3-5 days, to report any issues they notice after settling in.
- Keep copies organized: Store your version safely with the lease documents in case you need it at move-out.
Following this process ensures you and your renter start on the same page and helps prevent disputes when the lease ends.
Best Practices for Using a Move-In Checklist
- Use the same template every time: Consistency makes comparisons easier at move-out.
- Be thorough: Document even minor issues, such as scratches, chips, or worn carpet, to avoid disputes later.
- Take clear photos: Attach dated images to strengthen your documentation.
- Communicate clearly: Explain the checklist to tenants and encourage them to ask questions during the walkthrough.
- Invite feedback: Encourage renters to note anything they see during the walkthrough; involving them in the process builds trust and reduces the chance of missing items.
- Keep records organized: Store signed copies securely with the lease, either digitally or in a property management folder.
- Leverage technology: Many property management platforms let you create digital move-in checklists, attach photos, and securely store signed copies online.
Following these tips ensures your checklist does its job: protecting your property, reducing liability, and building trust with your renters.
What Comes After the Move-In Inspection
Once the inspection is complete and both parties have signed the checklist, landlords should:
- Address repairs and cleaning: Complete any fixes noted during the walkthrough and communicate expected timelines to the tenant.
- Provide copies: Give tenants a signed copy of the checklist for their records, and store your version with the lease documents.
- Keep documentation safe: Photos, notes, and signed checklists can be essential if questions arise about the unit’s condition at move-out.
Following these steps ensures that the move-in inspection is more than a formality. It becomes a reliable record that protects both landlord and tenant throughout the lease.
Frequently Asked Questions About a Tenant Move-In Checklist
How do I fill out a move-in checklist?
Walk through the property with the tenant before move-in day. Go room by room, mark the condition of floors, walls, appliances, and fixtures, and take photos of any damage. Both parties should sign and date the completed checklist, and each should keep a copy.
What documents must a landlord give to a tenant?
Landlords typically provide the following documents to a tenant: a signed lease agreement, the completed move-in checklist, keys or access codes, and legally required disclosures (such as lead-based paint or mold notices).
Some states also require a security deposit receipt and a move-in inspection report. Additional local disclosures may include information on pest infestations, flood zone status, or rent control notices.
What checks do I need to do on a new tenant?
Most landlords run a background check, verify income, check credit, and contact previous landlords or references. Performing these checks before move-in helps ensure the tenant meets your rental criteria and can care for the property responsibly. Some landlords also conduct in-person interviews or require proof of renters’ insurance before move-in for added protection.
What are landlords required to do between tenants?
Ideally, between tenants, landlords should clean and repair the rental, replace or rekey locks if state law requires it, and test all the major systems, including plumbing, appliances, and smoke detectors, to confirm they work properly.
Completing these tasks helps maintain the property in good condition and ensures it is ready for the next tenant. Landlords should also confirm that the property meets state and local habitability standards, including adequate heating, hot water, and safe electrical systems, before the new tenant moves in.
