Tenant Move-In Condition Report and Documentation Checklist
This tenant move-in condition report checklist creates a comprehensive record of property condition at the start of tenancy, protecting both landlord and tenant from disputes at move-out. Thorough move-in documentation with photos and detailed condition notes is essential for fair security deposit deductions and lease compliance. Required in many states and critical for avoiding costly legal disputes over property damage vs normal wear and tear.
- Industry: Property Management
- Frequency: Per New Tenant Move-In
- Estimated Time: 45-60 minutes
- Role: Property Manager / Leasing Agent / Landlord
- Total Items: 40
- Compliance: State Landlord-Tenant Laws, HUD Fair Housing Act, Security Deposit Laws (State-Specific), ASTM E2018 Property Condition Assessment, NFPA 101 Life Safety Code
Living Room and Common Areas
Document condition of living spaces, flooring, walls, and fixtures.
- Wall condition (paint, wallpaper, holes, cracks)?
- Flooring condition (carpet, hardwood, tile)?
- Carpet stains or damage documented with photos?
- Baseboards and trim condition?
- Ceiling condition (water stains, cracks, popcorn texture)?
- All light fixtures operational with correct bulbs?
- All electrical outlets and switches tested and working?
- Windows clean and free of cracks or damage?
- All window locks functional?
- Window treatments (blinds, curtains) present and functional?
Kitchen Appliances and Fixtures
Test all kitchen appliances and document condition of cabinets, counters, and fixtures.
- Refrigerator cooling properly and ice maker functional if equipped?
- Stove burners and oven heating correctly with all knobs/controls working?
- Dishwasher runs complete cycle without leaks?
- Microwave operational with turntable and light working?
- Garbage disposal operational and draining properly?
- Kitchen faucet operates without leaks (hot and cold water)?
- Kitchen sink drains properly with no slow drainage or clogs?
- All cabinet doors and drawers open/close smoothly with hardware intact?
- Countertop condition?
- Kitchen floor condition (tile, vinyl, hardwood)?
Bathroom Fixtures and Condition
Test plumbing fixtures and document bathroom condition.
- Toilet flushes properly with no running water or leaks?
- Shower/tub drains properly with adequate water pressure?
- Shower head functional with no leaks or mineral buildup?
- Bathroom faucets operate without leaks (hot and cold water)?
- Tub/shower caulking and grout in good condition (no mold or gaps)?
- Bathroom exhaust fan operational?
- Vanity cabinet and sink in good condition?
- Mirror and medicine cabinet secure and undamaged?
Bedrooms and Closet Spaces
Document bedroom and closet condition.
- Bedroom walls in acceptable condition?
- Bedroom flooring in acceptable condition?
- All closet doors open/close smoothly with hardware functional?
- Closet rods and shelves secure and undamaged?
- Bedroom electrical outlets tested and working?
- Ceiling fan (if equipped) operational on all speeds?
Safety Equipment and Final Documentation
Verify safety devices and complete move-in paperwork.
- All smoke detectors tested and operational?
- Carbon monoxide detector present and tested (required where gas appliances present)?
- All keys, fobs, and access devices provided and documented?
- Tenant signed and received copy of move-in report?
- All photos timestamped and stored in tenant file?
- Security deposit amount and banking details provided to tenant?
Related Property Management Checklists
- Tenant Move-Out Inspection and Security Deposit Assessment Checklist
- Apartment Unit Turnover Deep Cleaning Checklist
- Security Deposit Deduction Documentation Checklist
- Quarterly Rental Property Occupancy Inspection Checklist
- Annual Property Condition Assessment Checklist
- Vacancy Turn Preparation and Make-Ready Checklist
- Rental Property Showing Preparation Checklist
Related Move In Out Checklists
- Tenant Move-Out Inspection and Security Deposit Assessment Checklist - FREE Download
- Apartment Unit Turnover Deep Cleaning Checklist - FREE Download
- Security Deposit Deduction Documentation Checklist - FREE Download
Why Use This Tenant Move-In Condition Report and Documentation Checklist?
This tenant move-in condition report and documentation checklist helps property management teams maintain compliance and operational excellence. Designed for property manager / leasing agent / landlord professionals, this checklist covers 40 critical inspection points across 5 sections. Recommended frequency: per new tenant move-in.
Ensures compliance with State Landlord-Tenant Laws, HUD Fair Housing Act, Security Deposit Laws (State-Specific), ASTM E2018 Property Condition Assessment, NFPA 101 Life Safety Code, Local Housing Quality Standards, UK Landlord & Tenant Act 1985, Australia Residential Tenancies Act. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Tenant Move-In Condition Report and Documentation Checklist cover?
This checklist covers 40 inspection items across 5 sections: Living Room and Common Areas, Kitchen Appliances and Fixtures, Bathroom Fixtures and Condition, Bedrooms and Closet Spaces, Safety Equipment and Final Documentation. It is designed for property management operations and compliance.
How often should this checklist be completed?
This checklist should be completed per new tenant move-in. Each completion takes approximately 45-60 minutes.
Who should use this Tenant Move-In Condition Report and Documentation Checklist?
This checklist is designed for Property Manager / Leasing Agent / Landlord professionals in the property management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.