Checking the condition of your rentals before tenants move in and after they leave is the best way to avoid any miscommunication over property damages. In this article, we will outline everything you need to know about the moving process. We’ll also provide a free move-in/move-out checklist template.
What is a move-in checklist?
A move-in checklist documents property condition when a new tenant moves in. It covers every part of the property, from kitchen appliances to floors and walls.
Some states require a move-in checklist by law. It’s still a good idea to document the move-in inspection even if it’s not required in your state. You may need it in case you make security deposit deductions for damages. Check your federal, state, and local landlord-tenant laws for more details.
What is a move-out checklist?
A move-out checklist records the condition of the property when a tenant leaves. While similar to a move-in checklist, a move-out checklist focuses on what has changed since the tenant moved in.
Most landlords use the same list for move-in and move-out inspections. This makes it easier to identify any issues. Providing your tenants with a cleaning checklist before you schedule a move out inspection will give them a chance to fix issues themselves to get their full security deposit back.
What to include:
A move-in/move-out checklist should include:
- General condition of each room
- State of the floors, walls, and ceilings
- Working order of appliances
- Functionality of plumbing and electrical systems
- Property cleanliness
- State of fixtures like lights, fans, and smoke detectors
- Exterior condition, if applicable (yard, porch, etc.)
- Notes on any existing damage or wear and tear
How to record property condition:
To properly record the property's condition, use an apartment inspection checklist and walk through the property with a camera, taking detailed videos and photos of each room. The visual proof will support the written record and help avoid disputes over repair costs.
For quick notes, tenants and landlords can use short-hand keys:
- G: Good condition
- F: Fair condition
- P: Poor condition
- R: Needs repair
Manage leases and rent collection online with Baselane
After completing a move-in or move-out inspection, you’ll either need to set up or end the lease agreement. Using the best lease management software can simplify this process by keeping lease records, inspection notes, and security deposit details organized. If repairs are needed for the rental unit, include an itemized list in the security deposit return letter and send it to the tenant. If there are no repairs, you must return the full security deposit.
With Baselane, you can manage everything online. Screen tenants and e-sign leases, schedule repairs, collect rent and security deposits directly into your account or set up a separate security deposit account for easy returns when a lease ends. Plus, all your payments and expenses are auto-categorized by property and Schedule E to keep you organized and tax-ready without any extra admin work.
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