Why a Move-In Walkthrough Is Non-Negotiable

The day you pick up your keys may feel like the end of a stressful process, but it is actually the beginning of one of the most important steps in your tenancy: the move-in inspection. What you document — or fail to document — in the first few hours can directly determine how much of your security deposit you get back when you eventually leave.

Landlords are generally permitted to deduct from a security deposit only for damage that goes beyond normal wear and tear (the gradual, minor deterioration that comes from ordinary use). A small scuff on a baseboard is typically wear and tear. A large hole in drywall is not. But if that hole existed before you moved in and you did not document it, proving that becomes your problem.

Understanding what landlords can and cannot deduct is essential context before you begin your walkthrough. State laws vary considerably, but a written, signed move-in inspection form is one of the strongest protections available to renters in almost every jurisdiction.

If you are navigating your first rental, our guide to renting your first apartment covers the lease, deposit, and application process from the start.

Your Security Deposit Is at Stake

Security deposit disputes are one of the most common legal conflicts between tenants and landlords in the US. Most states allow landlords to deduct for damage beyond normal wear and tear, but the burden often falls on whoever has better documentation. A thorough move-in inspection form — submitted in writing to your landlord — is your primary legal safeguard. Consult your state's tenant rights laws or a local tenant advocacy organization if you have questions about your specific protections.

How to Use This Checklist

Work through each room systematically before any of your belongings are moved in. Empty rooms are easier to inspect and photographs are unambiguous about what was already there. Plan for 45 to 90 minutes depending on unit size — do not rush this process.

For each defect you find:

  1. Photograph it with your phone in sufficient lighting, including a wide shot for context and a close-up for detail.
  2. Write a brief description on your inspection form (room, location, nature of defect).
  3. Note whether it is cosmetic (scuff, paint chip) or functional (leaking faucet, broken lock).

When you are finished, email the completed form and photo attachments directly to your landlord. Email creates an automatic timestamp and delivery record. Request a written acknowledgment of receipt.

Required

Smartphone with Camera

Capture timestamped photos and video of every pre-existing defect throughout the unit.

Required

Printed or Digital Move-In Inspection Form

Provides a structured, room-by-room record that both tenant and landlord can sign.

Optional

Outlet Tester

Quickly verifies that electrical outlets are wired correctly and functional without needing tools.

Optional

Flashlight or Phone Torch

Illuminates dark closets, under-sink cabinets, and corners where damage can hide.

Optional

Tape Measure

Useful for documenting room dimensions and confirming appliance or furniture clearances.

This checklist is provided for general informational purposes. Tenant rights, required disclosures, and deposit rules vary by state and locality. Consult your local tenant rights organization or a qualified attorney for guidance specific to your situation.

The Room-by-Room Checklist

Use the grouped checklist below to guide your walkthrough. Items marked must are non-negotiable for protecting your deposit. Items marked should are strongly recommended. Nice-to-have items add thoroughness but are lower priority if time is limited.

Before You Step Inside

Bring a printed or digital move-in inspection form, a pen, and your smartphone for timestamped photos and video. Must
Confirm the walkthrough is done before any furniture or boxes enter the unit so damage is clearly pre-existing. Must
Invite your landlord or property manager to walk through at the same time so both parties agree on documented conditions. Should
Check the exterior entry door, lock, deadbolt, and doorbell for damage, proper function, and security. Must

Living Room & Common Areas

Inspect walls, baseboards, and ceilings for cracks, holes, water stains, or scuff marks and note each one. Must
Test every electrical outlet with a phone charger or outlet tester and flag any that are dead or loose. Must
Check light fixtures and ceiling fans — confirm they power on and blades are intact. Should
Examine floors for scratches, stains, loose tiles, or warped hardwood and photograph close-up. Must
Open and close all windows; confirm locks engage and screens are intact without tears or holes. Should

Kitchen

Run all burners and the oven to confirm they heat properly; note any that fail to ignite or regulate temperature. Must
Run hot and cold water at the faucet, check for leaks under the sink, and note water pressure or drainage issues. Must
Open every cabinet and drawer — check for pest droppings, mold, missing hardware, or damaged interiors. Must
Test the refrigerator and dishwasher if included; confirm the refrigerator reaches temperature and the dishwasher completes a cycle. Should
Inspect the range hood fan and filter; note grease buildup that predates your tenancy. Nice to have

Bathroom(s)

Flush the toilet and confirm it refills fully without running continuously. Must
Run the shower and bath faucet; check water pressure, drainage speed, and grout or caulk condition around the tub. Must
Test the exhaust fan and note whether it clears steam adequately — poor ventilation can cause mold. Should
Check under the sink for existing water damage, mold, or plumbing leaks and document with photos. Must
Look for existing tile cracks, missing grout, or caulk separation around the tub and sink surround. Should

Bedrooms

Inspect closet rods, shelving, and doors for damage, missing hardware, or doors that do not hang properly. Should
Test all windows for operation and locking; confirm window stops or restrictors are in place for upper-floor units. Must
Check walls for nail holes, patched areas, or paint inconsistencies and photograph each one with context. Must
Verify smoke detectors and carbon monoxide detectors are present, mounted, and have working batteries. Must

Utilities, Safety & Building Systems

Locate and photograph the circuit breaker panel; confirm all breakers are labeled and none are tripped. Must
Identify the water shut-off valve location in case of a plumbing emergency. Should
Confirm the HVAC system (heat and air conditioning) operates in both modes and ask when the filter was last replaced. Must
Test all exterior and interior door locks and confirm you receive the correct number of keys at move-in. Must
Verify fire extinguisher presence and check-tag date if required by your local code. Should

Final Documentation Steps

Compile all photos and video into a dated, labeled folder — cloud backup is strongly recommended. Must
Submit the completed inspection form to your landlord in writing (email is ideal for a timestamp) within 24–48 hours of move-in. Must
Request a signed or acknowledged copy from your landlord confirming receipt of the inspection form. Should
Note the meter readings for gas, electric, and water (if accessible) so you are not billed for prior usage. Nice to have

Do Not Skip the Written Record

Verbal agreements about pre-existing damage carry little legal weight if a dispute goes to small claims court. Without a signed, dated inspection form and photographic evidence, you may be held financially responsible for damage you did not cause. Many security deposit disputes are decided on the quality of documentation alone.

Signing the Lease Does Not Equal Move-In Acceptance

Some leases include a clause stating the tenant accepts the unit "as-is" upon signing. In most states, this does not override your right to document conditions at move-in. Complete this walkthrough before or immediately on your first day of legal possession — never after you have brought in furniture and belongings.