Move-In/Move-Out Inspection Checklist

The inspection type drives downstream behavior: move-out triggers deposit reconciliation against the move-in baseline report. Set this before you pull files so you grab the right comparison record.

For move-out, the move-in inspection report is the baseline you'll mark up — without it, any deduction beyond normal wear-and-tear is hard to defend in small claims. Confirm the lease term, security deposit on file, and any addenda (pets, smoking, parking).

Bring a phone or camera with date-stamping enabled, flashlight, three-prong outlet tester, moisture meter, tape measure, and the prior report. Date-stamped photos hold up better than written notes if a deduction is contested.

Wide shot of every room from the doorway, plus close-ups of any damage. Shoot before anything is touched; this is the canonical record. Aim for at least four photos per room and timestamp every file.

Distinguish normal wear (small nail holes, minor scuffs, faded paint after 3+ years) from damage (large holes, water stains, gouged flooring, pet urine). Wear is the landlord's cost; damage is deductible.

Open and close every window and exterior door; confirm locks engage and deadbolts seat. Note any sticking, broken sash cords, missing screens, or weatherstripping gaps. Egress windows in bedrooms must open fully — habitability issue.

Look for stains, burns, pet damage, and tear seams. Carpet life is typically 5-7 years per HUD; deductions must be prorated against remaining useful life, not charged at full replacement cost.

A three-prong tester catches reversed polarity, open ground, and missing neutral — common in older units and a code violation. GFCI outlets within six feet of water should trip when tested.

Run the refrigerator and freezer (interior temps, gasket seal, ice maker), all stove burners and oven (preheat to 350°F), microwave (heats a cup of water in 60s), and dishwasher (full cycle if time permits). Note any model that's near end-of-life so it can be replaced before the next tenant.

Run hot and cold separately, check the sprayer and disposal, and look under the sink with a flashlight for moisture, swollen particle board, or active drips at the P-trap. A slow leak that's been there for months can mean mold below the cabinet floor.

Run the shower for two minutes to test drainage; flush each toilet and confirm the flapper seals; check for cracked tiles, missing grout, and failing caulk at the tub/wall joint. Re-caulking every turnover is normal.

An inoperative exhaust fan is the leading cause of bathroom mold complaints. Most local codes require either a window or a working fan; document the fan working before move-in to head off later habitability claims.

Look behind beds and inside closets for bed-bug staining on mattress seams or baseboards, mouse droppings along walls, and roach evidence in corners. Catching infestations before turnover is much cheaper than after the next tenant moves in.

Walk the perimeter looking for loose siding, missing shingles, gutter sag, rotting deck boards, and loose railings. Decks and railings are common liability sources — anything wobbly gets a work order before re-rent.

Trip hazards on walkways and loose stair treads are the most common slip-and-fall claims against landlords. Photograph and ticket anything raised more than half an inch or any tread that flexes underfoot.

Press the test button on every detector. Most state landlord-tenant statutes require working smoke detectors at the start of every tenancy and CO detectors on every floor with a fuel-burning appliance or attached garage. Replace 9V batteries; sealed 10-year units get swapped at end-of-life regardless of test result.

Gauge needle in the green, pin and tamper seal in place, and the inspection tag dated within the last 12 months. Annual service is required where extinguishers are landlord-provided.

Aggregate every flagged item into a single dated log: room, item, condition, action (repair, replace, charge to tenant). This document supports both the maintenance work orders and any deposit deduction.

Schedule a licensed pest operator before the next tenant takes possession. Bed bugs and roaches typically need two treatments two weeks apart; budget that into the turnover timeline.

Itemize every deduction with a receipt or bid; prorate against useful life (carpet, paint) rather than charging full replacement. Most states require the itemized statement and refund within 14-30 days of move-out — verify your state's specific window before sending.

Both parties sign the report on-site whenever possible; if the tenant declines or isn't present, note that in writing and attach a copy of the sent report. A signed report from move-in is the strongest defense against later claims that damage was pre-existing.