Move-In and Move-Out Inspection Checklist for Landlords (Free Template)

Most deposit arguments are not really about money. They are about missing evidence. If neither side can show what the unit looked like on day one, every scratch becomes a dispute, and "fair wear and tear" turns into a fight.

A proper move-in and move-out inspection closes that gap. Use the same form twice so you can compare like for like.

Do this at move-in

Walk the unit with the tenant present when you can. Note condition room by room: walls, floors, doors, windows, kitchen fittings, bathrooms, AC/fans, and anything else you are handing over. Take photos of anything already worn or damaged. Record meter readings and how many keys or access cards you issued. Both of you should sign.

That signed baseline is what protects you later. It also protects a good tenant from being blamed for pre-existing issues.

Do this again at move-out

Use the same checklist. Mark what changed. Note repairs needed and whether you expect deposit deductions. Compare photos. Count keys returned. Capture final meter readings if relevant.

Be specific in the notes. "Bathroom poor" is weak. "Cracked WC seat; mould on ceiling above shower" is usable.

A few practical rules

• Prefer one form for both visits rather than inventing a new layout each time.
• Photos beat memory. Label them by room and date if you can.
• Do not rely on a verbal "everything looks fine." Put it on paper.
• Keep the signed copies with the tenancy file until the deposit conversation is closed.

Structured inspection results and cleaner deposit workflows are on the Property Governors roadmap. Until then, this checklist keeps the record out of WhatsApp.

Download: Free Move-In / Move-Out Inspection Checklist →

Day to day, Property Governors still helps you run the lease, store documents, collect rent, and track maintenance once the tenant is in.

See how Property Governors works →