Is a move-in inspection legally required?

In some states yes, in others no. States like California, Massachusetts, Maryland, Kentucky, Michigan, New Hampshire, and Washington require landlords to provide a written condition statement at move-in (some require a joint walkthrough). Most other states leave it as best practice. Even where not required, both parties benefit from a written record.

Who fills out the form, the landlord or the tenant?

Both. The landlord typically prepares the form noting the condition of each item, the tenant reviews and adds anything missed or disagreed with, and both parties sign. A one-sided form completed only by the landlord is much weaker as evidence than one signed by both.

What should I photograph?

Every room, every wall, every floor, all appliances (inside and out for fridge/oven/dishwasher), bathroom fixtures, the exterior of cabinets, the interior of closets, any pre-existing damage close-up. Get wide shots and close-ups. Take video walking through the unit narrating any issues. Make sure your phone has the date/time setting on so EXIF data is reliable.

How long do I have to return the move-in checklist?

If your state requires one, deadlines vary: usually 5 to 15 days from move-in. The lease may impose a deadline as well (often 7 days). Return it within the deadline even if everything looks fine. A late or never-returned checklist is taken to mean the unit was in good condition when you moved in.

What if my landlord refuses to provide a checklist?

Make your own. Email your landlord a written list of every condition issue you observed, with photos attached, within the first few days of move-in. Keep the email and the read receipt. A self-prepared, dated, photo-supported list emailed to the landlord is strong evidence even without a signed form.

Should the report cover items the tenant brings, like furniture?

No. The move-in inspection covers the unit itself: walls, floors, ceilings, fixtures, appliances, locks, smoke detectors, windows, blinds, and any landlord-provided furnishings. Tenant-owned items are not part of it.

Can the tenant do the inspection alone if the landlord cannot attend?

Yes. Many states allow it. The tenant completes the form, signs and dates it, and returns it to the landlord within the deadline. If the landlord disputes any item later, the burden is on them to prove the condition was different at move-in.

Does the inspection cover working order or just visible condition?

Both. Test every appliance, every faucet, every light fixture, every smoke detector, every smoke alarm battery, the heat, the AC, every window lock, every door lock, the garbage disposal, the dishwasher cycle, the washer and dryer if provided. Note anything that does not work.

Move-In Inspection: What to Document and How

The single biggest factor in whether you get your security deposit back at move-out is the quality of the documentation at move-in. A signed inspection report plus timestamped photos turns a future dispute from "your word against mine" into "look at this email from move-in day." Twenty minutes of work now saves hundreds of dollars and weeks of back-and-forth later.

Who needs to do this

Both landlord and tenant. The landlord protects against tenants claiming "it was already broken when I moved in." The tenant protects against landlords claiming damage that was actually pre-existing. The strongest move-in inspection is signed by both parties on the day of move-in.

States that require it

The exact rules vary, but states with statutory move-in checklist or condition-statement requirements include California, Massachusetts, Maryland, Kentucky, Michigan, New Hampshire, Washington, Georgia, Hawaii, Montana, and Wisconsin. Most states have at least an indirect rule that ties security deposit deductions to documented pre-existing condition.

Even in states with no specific requirement, both parties should treat it as required. The lease can require it independently of state law.

The room-by-room checklist

Living room and common areas

Walls (each one): paint condition, holes, scuffs, marks
Ceiling: stains, cracks, smoke damage
Floors: carpet stains/wear, hardwood scratches/dents, tile cracks
Windows: glass intact, locks working, screens present, blinds/curtains
Doors: paint, function, hardware, locks
Outlets and switches: covers in place, working
Light fixtures: working, bulbs in place
Smoke detectors: present, working, battery date
HVAC vents: clean, present
Any landlord-provided furniture or fixtures

Kitchen

Refrigerator: inside and out, clean, ice maker functions, seals intact
Stove/oven: burners working, oven heats, racks present, knobs intact
Microwave (if provided): working, interior clean
Dishwasher: completes a cycle, racks intact, no leaks
Garbage disposal: working, no leaks
Sink: faucet works, hot/cold both work, drains, no leaks under
Cabinets and drawers: doors hang correctly, hinges, hardware
Countertops: stains, chips, scratches
Floor: tile cracks, vinyl tears, grout condition
Backsplash: condition

Bathrooms

Toilet: flushes, no leaks at base, seat condition
Sink: faucet works, hot/cold both work, drains, no leaks under
Tub/shower: faucet works, drains, caulk condition, tile condition, glass doors
Exhaust fan: working
Vanity: condition of surface, drawers, doors
Mirror, towel bars, toilet paper holder
Floor: water damage near tub/toilet

Bedrooms

Walls, ceiling, floor (same as living room)
Closet: doors, shelving, rod, light if any
Windows and window coverings
Smoke detector / carbon monoxide detector (CO detectors required in bedrooms in many states)

Exterior and shared

Front door: paint, hardware, locks, peephole, mail slot
Patio/balcony: railing, floor, sliding door
Storage areas: condition, lock
Garage / parking spot if assigned

Photo and video guidelines

Wide shot of every room from at least two angles, plus close-ups of any noted issue
Walk-through video narrating room by room. 5 to 10 minutes total is typical
Date and time on your phone: confirm correct (settings before you start)
Backup: email the photos and video to yourself the same day so the timestamp lives in email metadata too
For each noted issue, get a photo with something for scale (a coin, a pen) so the size is unambiguous

What to do with the completed form

Both parties sign and date it on move-in day.
Each party keeps a signed copy.
Tenant emails landlord a copy with photos attached, references the lease and unit address.
Landlord emails tenant the same.
Save the email; it becomes the timestamped backstop if the form is lost.

If anything was missed at the walkthrough, the tenant should send a written supplement (email is fine) within the state\'s deadline (usually 5 to 15 days from move-in). After the deadline, the unit is presumed to have been in the condition the form describes.

For tenants: what to insist on

A written form, not verbal. If the landlord refuses, make your own and email it.
Time to inspect carefully. 30 to 60 minutes is reasonable.
Test every fixture and appliance, not just look at them.
Note carpet stains, wall scuffs, and minor cosmetic issues even if the landlord says "do not worry about it." Worry about it now; the next landlord may be different.

For landlords: how to make this protective for you too

Use the same form for every unit; standardize the process.
Take your own dated photos before move-in (vacancy photos) as a backstop.
Walk through with the tenant; do not just hand them a form.
If the tenant notes pre-existing damage you disagree with, write your own note next to it. Sign and date.

Get the lease done right

A solid lease references the move-in inspection and ties it to the security deposit deductions process. State-specific lease, completed in minutes.

Residential Lease - $7.99 → Check Your Deposit Limit