Move-In Property Condition Inspection Checklist

This move-in property condition checklist documents the state of a rental unit before tenant occupancy. Compliant with HUD Housing Quality Standards (HQS), state landlord-tenant laws, and Fair Housing Act requirements. Complete all sections to establish a baseline condition record, protect against security deposit disputes, and ensure habitability standards are met before key handover.

  • Industry: Real Estate & Property Management
  • Frequency: Per Tenant Move-In
  • Estimated Time: 30-45 minutes
  • Role: Property Manager / Landlord
  • Total Items: 36
  • Compliance: HUD Housing Quality Standards (HQS), Fair Housing Act Title VIII Civil Rights Act, ICC International Property Maintenance Code, State Landlord-Tenant Laws, NFPA 101 Life Safety Code

Exterior and Structural Condition

Assess exterior walls, foundation, roof, and structural elements for damage.

  • Foundation free of visible cracks, settling, or water damage?
  • Exterior walls free of holes, cracks, or missing siding?
  • Roof free of missing shingles, visible damage, or active leaks?
  • Gutters and downspouts clear and directing water away from foundation?
  • All windows open, close, and lock properly with no broken glass?
  • Entry doors secure, weather-sealed, and locks operational?

Interior Living Spaces

Inspect walls, ceilings, floors, and lighting in all rooms.

  • Walls and ceilings free of holes, water stains, mold, or peeling paint?
  • Floors free of loose, damaged, or missing sections, trip hazards?
  • Working light fixtures in all rooms?
  • Closet doors present and operational?
  • All interior doors present, opening and closing properly?
  • Interior condition notes

Kitchen

Inspect kitchen appliances, cabinets, plumbing, and ventilation.

  • Range or stove and oven functional with all burners working?
  • Refrigerator cooling properly, door seals intact?
  • Kitchen sink draining properly with no leaks under cabinet?
  • Cabinets and drawers open/close, doors and hardware intact?
  • Countertops free of burns, cracks, or unsanitary damage?
  • Exhaust fan or range hood functional?

Bathroom(s)

Inspect plumbing fixtures, ventilation, and waterproofing.

  • Toilet flushes properly with no running, wobble, or leaks at base?
  • Shower and/or tub draining properly with no leaks?
  • Bathroom sink draining with functional faucet and stopper?
  • Caulk and grout around tub/shower intact to prevent water damage?
  • Bathroom exhaust fan operational (required by code in enclosed baths)?
  • Towel bars and toilet paper holder secure?

Safety Devices

Test all life-safety devices per NFPA standards.

  • Working smoke detector on each level and inside/outside each sleeping area?
  • Carbon monoxide detector installed per state law requirements?
  • Kitchen fire extinguisher present and not expired (multi-family)?
  • GFCI outlets tested and functional in kitchen, bathrooms, garage, and exterior?
  • Handrails on all stairs secure and continuous?
  • Window guards present on upper floors per local code (NYC and other jurisdictions)?

HVAC and Utilities

Verify heating, cooling, and utility systems are operational.

  • Heating system operational and achieving adequate temperature?
  • Air conditioning or cooling system operational (if provided)?
  • HVAC filter clean or replaced before move-in?
  • Water heater producing adequate hot water with no leaks?
  • Electrical outlets tested and functional throughout unit?
  • Adequate hot and cold water pressure throughout?

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Why Use This Move-In Property Condition Inspection Checklist?

This move-in property condition inspection checklist helps real estate & property management teams maintain compliance and operational excellence. Designed for property manager / landlord professionals, this checklist covers 36 critical inspection points across 6 sections. Recommended frequency: per tenant move-in.

Ensures compliance with HUD Housing Quality Standards (HQS), Fair Housing Act Title VIII Civil Rights Act, ICC International Property Maintenance Code, State Landlord-Tenant Laws, NFPA 101 Life Safety Code. Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the Move-In Property Condition Inspection Checklist cover?

This checklist covers 36 inspection items across 6 sections: Exterior and Structural Condition, Interior Living Spaces, Kitchen, Bathroom(s), Safety Devices, HVAC and Utilities. It is designed for real estate & property management operations and compliance.

How often should this checklist be completed?

This checklist should be completed per tenant move-in. Each completion takes approximately 30-45 minutes.

Who should use this Move-In Property Condition Inspection Checklist?

This checklist is designed for Property Manager / Landlord professionals in the real estate & 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.

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