Move-In Property Condition Report Checklist [FREE PDF]

A thorough move-in property condition report protects both landlords and tenants by establishing a documented baseline of the unit's condition before occupancy begins. Under most state landlord-tenant statutes and HUD Fair Housing Act guidelines, landlords are required to disclose known defects and, in pre-1978 housing, lead-based paint hazards under EPA 40 CFR Part 745. Completing this checklist at move-in provides critical legal protection for security deposit disputes and ensures habitability

  • Industry: Residential Management
  • Frequency: Per Event
  • Estimated Time: 45-60 minutes
  • Role: Property Manager
  • Total Items: 42
  • Compliance: HUD Fair Housing Act 42 U.S.C. § 3604, EPA Lead Paint Disclosure Rule 40 CFR Part 745, HUD 24 CFR Part 5 Subpart G - Housing Quality Standards, NFPA 101 Life Safety Code Chapter 24, Uniform Residential Landlord and Tenant Act (URLTA) § 2-104

Entry & Exterior Condition

Document the condition of all exterior-facing elements, entryways, and common access points at move-in.

  • Are all exterior doors functioning properly with working locks and no visible damage?
  • Are all windows intact, opening and closing properly, with functioning latches?
  • Is the exterior pathway and entrance free of trip hazards or ADA accessibility barriers?
  • Are exterior walls and foundation free from visible cracks, damage, or water intrusion?
  • Please describe any pre-existing exterior damage observed.
  • Upload photo documentation of exterior condition.

Living Areas & Bedrooms

Inspect all living spaces, bedrooms, and common interior areas for pre-existing damage, paint condition, and habitability.

  • Are walls, ceilings, and floors free from holes, stains, or significant damage?
  • Is paint or wall covering in acceptable condition with no peeling, chipping, or deterioration?
  • Is all flooring (carpet, hardwood, tile) free from tears, chips, or excessive wear?
  • Do all interior doors open, close, and latch properly without damage?
  • Are window coverings (blinds, shades) present and in working condition?
  • What is the overall cleanliness rating of living areas at move-in?

Kitchen Inspection

Assess all kitchen appliances, fixtures, cabinetry, and surfaces for pre-existing condition and habitability compliance.

  • Are all provided kitchen appliances (refrigerator, stove, dishwasher) present and operational?
  • Is the kitchen sink free from leaks, draining properly, and in good condition?
  • Are all cabinet doors and drawers functioning properly with no visible damage?
  • Are countertops free from burns, chips, cracks, or significant staining?
  • Is the range hood or exhaust ventilation functioning properly?

Bathroom Inspection

Document the condition of all bathrooms including plumbing fixtures, ventilation, and surfaces.

  • Are all bathroom fixtures (toilet, sink, shower/tub) functioning without leaks?
  • Is bathroom ventilation (window or fan) present and operational?
  • Are tile, grout, caulking, and sealed surfaces in acceptable condition without mold or mildew?
  • Are bathroom mirrors, fixtures, and hardware present and undamaged?
  • Upload photo documentation of each bathroom.

Safety & Fire Systems

Verify all life safety equipment is installed, functional, and compliant with fire code requirements at move-in.

  • Are smoke detectors present in all required locations and tested as functional?
  • Is a carbon monoxide detector installed and operational where required?
  • Is a fire extinguisher present and within its inspection date where required?
  • Are all emergency egress windows operable and meeting minimum size requirements?
  • Are stairways and railings secure, in good repair, and meeting code height requirements?

Utilities & Mechanical Systems

Confirm all utility connections, HVAC, plumbing, and electrical systems are operational at the start of tenancy.

  • Is the heating system functional and capable of maintaining 68°F minimum in living areas?
  • Is the air conditioning system (if provided) functional and operational?
  • Is the water heater operational and set to a safe temperature?
  • Are all electrical outlets, switches, and panel components in safe working order?
  • Are all plumbing supply and drain lines functioning with adequate water pressure?

Lead Paint & Environmental Disclosures

Document lead-based paint disclosures and environmental hazard acknowledgments as required for pre-1978 housing.

  • Was the tenant provided with the EPA Lead Hazard Information Pamphlet 'Protect Your Family'?
  • Was a lead-based paint disclosure form signed by all tenants prior to occupancy?
  • Has the property been tested for lead paint, and were results disclosed to the tenant?
  • Are there any known environmental hazards (asbestos, mold, radon) that have been disclosed?
  • Document any additional disclosure notes or tenant acknowledgments.

Final Documentation & Sign-Off

Complete the move-in report with tenant acknowledgment, key inventory, and any final notes.

  • Have all property keys, fobs, and access cards been inventoried and provided to the tenant?
  • How many keys/access devices were provided to the tenant?
  • Was the tenant present during the move-in inspection?
  • Are there any additional items or concerns to note that are not covered above?
  • Upload final overview photos of all rooms completed.

Related Real Estate Checklists

Related Move In Move Out Checklists

Why Use This Move-In Property Condition Report Checklist [FREE PDF]?

This move-in property condition report checklist [free pdf] helps residential management teams maintain compliance and operational excellence. Designed for property manager professionals, this checklist covers 42 critical inspection points across 8 sections. Recommended frequency: per event.

Ensures compliance with HUD Fair Housing Act 42 U.S.C. § 3604, EPA Lead Paint Disclosure Rule 40 CFR Part 745, HUD 24 CFR Part 5 Subpart G - Housing Quality Standards, NFPA 101 Life Safety Code Chapter 24, Uniform Residential Landlord and Tenant Act (URLTA) § 2-104. Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the Move-In Property Condition Report Checklist [FREE PDF] cover?

This checklist covers 42 inspection items across 8 sections: Entry & Exterior Condition, Living Areas & Bedrooms, Kitchen Inspection, Bathroom Inspection, Safety & Fire Systems, Utilities & Mechanical Systems, Lead Paint & Environmental Disclosures, Final Documentation & Sign-Off. It is designed for residential management operations and compliance.

How often should this checklist be completed?

This checklist should be completed per event. Each completion takes approximately 45-60 minutes.

Who should use this Move-In Property Condition Report Checklist [FREE PDF]?

This checklist is designed for Property Manager professionals in the residential 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.

Browse More Checklists