Why move-in inspections matter
Security deposit disputes are the #1 source of landlord-tenant conflict. And in most jurisdictions, the burden of proof is on the landlord. If you can't prove the damage wasn't there at move-in, you can't deduct it from the deposit.
A thorough move-in inspection, documented with photos and signed by both parties, is your best defense. It also sets expectations: when tenants see you documenting condition carefully, they're more likely to treat the unit with care.
The inspection process
Schedule the inspection after the unit is clean and ready, but before the tenant moves any belongings in. Bring:
- A printed checklist (room by room)
- A fully charged phone or camera
- A flashlight for dark corners and closets
- A pen for notes and tenant signature
- A copy of the lease for reference
Room-by-room checklist
Document every item in every room. Be specific — 'stain on carpet' is weak; '3-inch brown stain on living room carpet near window' is strong.
- Living room: walls, floors, windows, blinds, light fixtures, outlets, thermostat, smoke detector.
- Kitchen: cabinets, countertops, sink, faucet, garbage disposal, stove, oven, refrigerator, dishwasher, floors.
- Bathroom: toilet, sink, shower/tub, tiles, grout, mirror, exhaust fan, floors, caulking.
- Bedrooms: walls, floors, windows, blinds, closet doors, shelves, light fixtures, outlets.
- Exterior: doors, locks, mailbox, patio/balcony, storage areas, parking space.
Photos and video
Take timestamped photos of every wall, floor, appliance, and fixture. Use a photo app that embeds GPS and date metadata. Take wide shots for context and close-ups for detail.
Video walkthroughs are even better. A 5-minute video walking through the unit, narrating condition, is extremely compelling evidence in disputes. Upload everything to cloud storage immediately and share access with the tenant.
The signed agreement
After the inspection, create a move-in condition report listing every documented issue. Have the tenant review, add any items you missed, and sign. Give them a copy and keep the original.
Include a clause in the lease: 'Tenant acknowledges receipt of the move-in condition report and agrees that the unit was in the documented condition at move-in.' This prevents the 'I didn't know about that damage' defense at move-out.