Move-In Condition Report

Overview

A move-in condition report (also called an inspection checklist or move-in inventory) is a document completed by the landlord and tenant together at the start of a tenancy, recording the condition of the rental unit — walls, floors, fixtures, appliances, and any furnished items — room by room, ideally supported by dated photographs. This is not a legal contract in itself and does not replace the lease; it is evidentiary documentation intended to protect BOTH parties. Why it matters: at move-out, disputes over the security deposit most commonly center on whether damage existed before the tenant moved in (and is therefore normal wear or pre-existing, not chargeable to the tenant) or was caused during the tenancy (potentially chargeable). Without a signed move-in report, it is the tenant's word against the landlord's about the unit's starting condition, which tends to favor whichever party has better documentation — which is exactly why both parties benefit from completing this report carefully and keeping a copy. State requirements: some states legally require landlords to provide a written move-in inspection report or checklist (and in a few states, to affirmatively offer the tenant the opportunity to be present for a joint inspection) as a condition of later being able to make deductions from the security deposit; other states have no such formal requirement, though completing one is good practice everywhere. Confirm whether {{governing_state}} imposes specific move-in documentation requirements. How to complete it: both parties should walk through every room together where possible, noting existing damage, wear, cleanliness, and the functional condition of appliances, fixtures and furnished items (if the unit is furnished), and both should sign and date the completed report. Photographs or video, dated and ideally timestamped, significantly strengthen the report's evidentiary value in the event of a later deposit dispute. Relationship to move-out report: this move-in report is the essential baseline against which the corresponding move-out condition report will later be compared to identify any tenant-caused damage at the end of the tenancy — keep a copy for the full duration of the tenancy. When to use: at the very start of every residential (or commercial) tenancy, ideally on or before the day the tenant takes possession. Common pitfalls: completing the report alone without the other party present or without their signature (reducing its evidentiary weight); vague descriptions ('good condition') instead of specific, room-by-room notes; and not keeping photographic backup. This template should be reviewed against any specific move-in documentation requirements under {{governing_state}} law.

Information to customize

• Landlord's name

• Tenant's name

• Governing state

• Property address

• Move-in / inspection date

• Room-by-room condition notes (walls, floors, fixtures)

• Condition of appliances

• Condition of furnished items, if applicable

• Existing damage or wear noted at move-in

• Reference to attached move-in photos/video

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Frequently asked questions

Is a move-in condition report legally required?

Some states legally require landlords to provide a written move-in inspection report or offer a joint inspection as a condition of later deducting from the security deposit; other states do not formally require one, though it is good practice everywhere. Confirm the governing state's rule.

Why does the tenant need to sign the move-in report?

A report signed by both parties carries much stronger evidentiary weight in a later deposit dispute than one completed unilaterally. It documents that both parties agreed on the unit's starting condition.

Should I take photos in addition to filling out the written report?

Yes. Dated (and ideally timestamped) photographs or video significantly strengthen the report's value if there is ever a dispute about damage at move-out.

How is this report used later?

It serves as the baseline that the move-out condition report is compared against, to identify which damage (if any) occurred during the tenancy and could support a deduction from the security deposit.

What if the landlord and tenant disagree about the unit's condition at move-in?

Note the disagreement directly on the report rather than leaving it undocumented, and consider supplementing with photos or video. An unresolved disagreement noted at the time is still more useful evidence than silence.

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