What Is Move-In Inspection?
A move-in inspection is a walkthrough you do with the tenant when they take possession. You document condition room by room—walls, floors, fixtures, appliances. Both parties sign the form. This establishes the baseline for security-deposit deductions at move-out. Without it, you can't prove damage was tenant-caused. Do it every time, even if the tenant seems trustworthy.
A move-in inspection is a documented walkthrough of the property with the tenant at lease signing that establishes baseline condition for security deposit return.
At a Glance
- What it is: Documented walkthrough of property condition at tenant move-in
- Why it matters: Establishes baseline for security-deposit deductions; without it, disputes favor the tenant
- When: Day of signing or key handover
- Document: Photos, written checklist, both signatures
- Scope: Every room, walls, floors, fixtures, appliances, exterior
How It Works
Process. Walk the property with the tenant. Room by room, note condition: walls (paint, holes, marks), floors (carpet, wear, stains), fixtures (lights, faucets), appliances (working, clean). Note any pre-existing damage (e.g., "small stain in bedroom carpet—pre-existing"). Document with photos. Both parties sign the form. Give the tenant a copy.
Checklist. Use a standardized form: room, item, condition (good/fair/damaged), notes. Pre-existing damage gets noted so you don't deduct for it at move-out. Tenant can add notes if they disagree.
Photos. Timestamp and room-label photos. Store them with the lease file. At move-out, compare—new damage is tenant responsibility; pre-existing is not.
Real-World Example
Sophia in Indianapolis. Sophia did the move-in inspection with her new tenant. She walked each room, noted "good" or "pre-existing" for each item. The bedroom had a small carpet stain—she noted "pre-existing, 2" diameter near closet." Tenant signed. Two years later at move-out, the tenant had added 3 holes in the wall and a 4" stain in the living room. Sophia deducted $180 for wall repair and $200 for carpet cleaning. Tenant disputed the carpet—she said it was pre-existing. Sophia had the move-in form: living room carpet was "good" at move-in. The bedroom stain was pre-existing; she didn't deduct for that. The living room deduction held.
Pros & Cons
- Establishes baseline for security-deposit deductions
- Reduces disputes—clear documentation prevents "he said, she said"
- Protects both parties—tenant knows what's pre-existing
- Required in some states for valid deposit deductions
- Takes 20–30 minutes per unit
- Tenants may rush through—encourage them to note anything they see
- Must be done at move-in—can't retrofit later
Watch Out
- Skipping it: Don't skip because you're in a hurry or the tenant seems fine. One bad move-out without documentation can cost you the right to deduct.
- Pre-existing damage: Note it. If you don't, you can't claim it was pre-existing at move-out. Be honest—tenant gets a copy.
- State requirements: Some states require move-in inspection for valid deposit deductions. Check your state.
Ask an Investor
The Takeaway
A move-in inspection is your insurance. Document condition at move-in, get tenant signature, and keep photos. It's the difference between a valid security-deposit deduction and losing the dispute.