LandlordOS
HOAOS
PraxiOSHow to use this checklist
- Do the move-in inspection with the tenant, before they move belongings in if you can. Walk every room together.
- Mark each item with a condition code in the “In” column, and write specifics in the notes: location, size and type of any damage (“2-inch scratch on bedroom door, hinge side”).
- Take dated photos or video of each room and every noted issue (tips below).
- Both sign and date it, and give the tenant a copy. Keep yours with the lease.
- At move-out, use the same sheet and fill in the “Out” column, ideally with the tenant present, and take matching photos from the same angles.
Condition codes
NNew
GGood, clean, working
FFair, normal wear
PPoor, worn or dirty
DDamaged, broken or missing
Codes are a shorthand, not a substitute for notes. “F” on carpet means little a year later; “F: light traffic wear in hallway, no stains” means a lot.
Property details
Property address:
Unit:
Tenant name(s):
Lease start date:
Move-in inspection date:
Move-out inspection date:
Keys / fobs / remotes issued:
Keys / fobs / remotes returned:
Entry and hallways
- Front door, lock, deadbolt and peepholeIn ___ Out ___
- Doorbell and entry lightingIn ___ Out ___
- Floors and baseboardsIn ___ Out ___
- Walls and ceilingIn ___ Out ___
- Closets, doors and shelvingIn ___ Out ___
- Smoke and carbon monoxide detectors (test them)In ___ Out ___
Living and dining areas
- Floors / carpet (stains, burns, wear)In ___ Out ___
- Walls, ceiling and paint (holes, marks)In ___ Out ___
- Windows, locks, screens and sillsIn ___ Out ___
- Blinds, shades and curtain rodsIn ___ Out ___
- Light fixtures, switches and outletsIn ___ Out ___
- Fireplace, screen and damperIn ___ Out ___
- Heating and cooling vents / thermostatIn ___ Out ___
Kitchen
- Refrigerator and freezer (clean, seals, ice maker)In ___ Out ___
- Stove / oven, burners and hood fanIn ___ Out ___
- Dishwasher (run a short cycle)In ___ Out ___
- MicrowaveIn ___ Out ___
- Sink, faucet, sprayer and garbage disposalIn ___ Out ___
- Under-sink cabinet (leaks, water damage)In ___ Out ___
- Countertops and backsplashIn ___ Out ___
- Cabinets, drawers and hardwareIn ___ Out ___
- Floor, walls and ceilingIn ___ Out ___
- Lights, outlets (GFCI test) and switchesIn ___ Out ___
Bathroom(s)
- Toilet (flush, seat, base, no running)In ___ Out ___
- Sink, faucet and drainIn ___ Out ___
- Tub / shower, caulk, grout and drainIn ___ Out ___
- Shower head, rod / doorIn ___ Out ___
- Vanity, mirror and medicine cabinetIn ___ Out ___
- Towel bars, toilet paper holderIn ___ Out ___
- Exhaust fanIn ___ Out ___
- Floor, walls, ceiling (signs of moisture or mold)In ___ Out ___
- Lights and GFCI outletsIn ___ Out ___
Bedroom(s)
Copy this block for each bedroom: Bedroom 1 / 2 / 3.
- Door, knob and lockIn ___ Out ___
- Floors / carpetIn ___ Out ___
- Walls, ceiling and paintIn ___ Out ___
- Windows, locks, screens and coveringsIn ___ Out ___
- Closet doors, rods and shelvesIn ___ Out ___
- Lights, outlets, switches and ceiling fanIn ___ Out ___
- Smoke detector (test it)In ___ Out ___
Laundry, utility and systems
- Washer and dryer (if provided); dryer ventIn ___ Out ___
- Water heater (visible leaks, temperature)In ___ Out ___
- Furnace / AC; filter condition and dateIn ___ Out ___
- Electrical panel accessible and labeledIn ___ Out ___
- Water shut-off location shown to tenantIn ___ Out ___
Exterior, garage and outdoor areas
- Garage door, opener and remotesIn ___ Out ___
- Patio, deck or balcony and railingsIn ___ Out ___
- Yard, landscaping and fencingIn ___ Out ___
- Exterior doors, lights and walkwaysIn ___ Out ___
- Mailbox and keyIn ___ Out ___
- Trash and recycling binsIn ___ Out ___
- Parking space / storage unitIn ___ Out ___
Meter readings (if tenant takes over utilities)
- Electric meter readingIn ___ Out ___
- Gas meter readingIn ___ Out ___
- Water meter readingIn ___ Out ___
Notes
Tenant signature / date (move-in)
Landlord or agent signature / date (move-in)
Tenant signature / date (move-out)
Landlord or agent signature / date (move-out)
Photo and video tips
- Start wide, then go close. Shoot each room from the doorway, then each corner, then close-ups of anything noted on the checklist.
- Make dates verifiable. Keep the original files (they carry timestamps in their metadata), and email or upload them to shared storage the same day so there is an independent record.
- Show scale. Put a coin, tape measure or your hand next to small damage.
- Turn things on. A short video of the burners lighting, the dishwasher running or water draining shows working condition better than a still photo.
- Repeat the angles at move-out. Matching before-and-after shots are the clearest way to show what changed.
- Label and file them by property, unit and date with the signed checklist.
How this supports security deposit decisions
When a tenant moves out, the question is usually: what changed, and is it beyond ordinary use? A signed move-in record with photos answers the first half. Comparing it with the move-out record, item by item, gives you a factual basis for any deduction, and lets you explain it in terms the tenant already agreed to at move-in.
Good practice that holds up broadly:
- Separate damage (a hole in the wall, a broken blind, pet stains) from normal wear and tear (light carpet wear, minor scuffs, faded paint). Many jurisdictions don’t allow deductions for ordinary wear and tear.
- Tie every deduction to a specific line on the checklist, a photo, and a receipt or estimate.
- Keep the paperwork for every deposit decision, even when you return the full amount.
Deposit law varies by state, and sometimes by city. Limits on deposit amounts, whether a move-in checklist is required, deadlines to return the deposit, what counts as an allowable deduction, and how you must itemize deductions all differ by location. Check your state and local landlord-tenant law, or ask a local attorney, before you withhold any part of a deposit. This page is general information, not legal advice.