Move-In Inspection Checklist PDF: A Printable Walkthrough Record
A printable move-in inspection checklist covering room-by-room condition, photos, meter readings, keys and access cards, plus how to fill it in.
Contents
A move-in inspection checklist is a written record of the apartment's condition on the day you get the keys. You fill it in during a walkthrough, attach photos, and sign and date it, ideally with the landlord or property manager. One commonly cited reason to bother is that memory isn't documentation. A written checklist plus photos gives both sides the same reference point when you move out.
The short answer
If your landlord or building gives you its own move-in form, use that one. It is the document they expect to receive. Your own notes and photos can supplement it. If you weren't given a form, print a template like the one below or save it as a PDF, and fill it in before you unpack. Published move-in forms usually cover the same core material: who the tenants are and which unit it is, a room-by-room condition list, notes on damage, photos, and signatures with dates from tenant and landlord. A handover record can also capture meter readings, keys and access cards. Those details are easy to forget, so this template includes them.
This template is an organizing aid. It is not a legal form. It does not establish what your lease, building rules or local law require, who is responsible for any defect, or what happens to a security deposit. Check those with your lease and property management.
Printable move-in inspection checklist
Copy the template into a document and export or print it as a PDF. Repeat the room section for each room. The two condition columns let you reuse the same sheet at move-out.
MOVE-IN / MOVE-OUT INSPECTION RECORD
Tenant name(s): ______________________________________
Address and apt. no.: ________________________________
City: ______________ State: ____ ZIP: __________
Inspection: [ ] Move-in [ ] Move-out
Date: ____________ Time: ________
People present: ______________________________________
Columns for each item:
Item | Present (Y/N) | Move-in condition | Photo no. | Move-out condition
ENTRY, HALLWAYS AND STAIRS
- Entry door, lock and peephole
- Steps and landings
- Handrails
- Closets
- Light fixtures and switches
- Electrical outlets
EACH ROOM (repeat; room name: ______________)
- Door: alignment, opens and closes easily
- Door hardware and locks
- Walls and wall coverings
- Ceiling
- Floors and floor coverings
- Windows: locks, sealing, opens and closes
- Window coverings: blinds and curtains open and close
- Window grills (if any)
- Lighting
- Electrical outlets
- Air vents
- Closets
KITCHEN
- Countertops and surfaces
- Cabinets and drawers
- Sink, faucet and drain
- Range hood and filter
- Included appliances (list each): ________________
BATHROOM(S)
- Toilet
- Sink and faucets
- Tub and/or shower
- Drains
- Cabinets, mirror, fixtures
HEATING, COOLING AND SAFETY DEVICES
- Heating
- Cooling
- Smoke detectors
- Carbon monoxide detectors
- Fire alarms
FURNISHINGS (furnished units only)
- Bed (mattress, frame)
- Other furniture: _______________________________
OUTDOOR SPACE (if any)
- Porch or balcony surfaces
- Railings
- Doors and screens
GENERAL CLEANLINESS
- Notes: _______________________________________
METER READINGS
Meter (type/number) | Reading | Photo no.
__________________ | _______ | ________
__________________ | _______ | ________
KEYS AND ACCESS
Item | Qty received | Qty returned
Unit keys | ____________ | ____________
Mailbox keys | ____________ | ____________
Common-area keys | ____________ | ____________
Access cards / fobs | ____________ | ____________
Other: __________ | ____________ | ____________
DEFECTS NOTED AND ANY AGREED FOLLOW-UP
______________________________________________________
______________________________________________________
[ ] Photos of damage are attached or stored at: ____________
Tenant: ____________________ Date: __________
Tenant: ____________________ Date: __________
Landlord/Manager: __________ Date: __________How to fill it in during the walkthrough
- Do the walkthrough before furniture and boxes cover floors and walls.
- Go room by room in a fixed order so nothing is skipped. Write each room's name at the top of its section.
- Test things rather than just looking at them: run faucets and check drains, flush toilets, switch on lights, check outlets, try heating and cooling, and open and close doors, windows and blinds.
- Check that doors are aligned and close properly. Look at window and door seals and rubber beading for hardening or cracks.
- For each item, mark whether it is present and describe what you see in plain, specific words. Say where a mark is and what kind it is, for example a scuff on the wall left of the window. Words like fine or some wear say too little.
- List every included appliance and piece of furniture by name so missing items are obvious later.
- Record meter readings and photograph each meter.
- Count every key and access card you receive, including mailbox and common-area keys, and write the numbers down.
- Sign and date the form, ask the landlord or manager to sign too, and keep a copy for yourself.
Photographing the apartment's condition
Photos make the written notes much harder to dispute. One condition-report guide stresses clear, high-resolution images of every relevant item so that everyone agrees on the home's original condition and contents. Some printable forms also include a line confirming that photos of major damage are attached.
- Take a wide shot of each room from the doorway, then close-ups of anything damaged, dirty or missing.
- Number photos or name files to match the Photo no. column on the checklist.
- Include the meters, the keys and cards laid out together, and the inside of appliances and cabinets.
- Store the photos together with a copy of the signed form so the record stays in one place.
Reusing the same record at move-out
Several published forms are designed to be completed at move-in and again at move-out. That is why the template has a move-out condition column and a quantity-returned column for keys. When you leave, walk the same route, take matching photos from the same angles, record final meter readings, and note every key and card you hand back. Some handover guides also suggest listing the defects found and any agreement on fixing them. If you and the landlord agree on anything, write it in the follow-up section and have both parties sign.
What this guide doesn't cover
- Legal requirements: whether a move-in form is required, deadlines for returning it, and how it affects a security deposit depend on your lease and local rules. Those are not covered here.
- Commonly missed items: renters often ask what tends to get overlooked on these forms, but the material behind this guide doesn't establish a reliable list beyond the items in the template.
- Building-specific procedures: your property may have its own form, key policy or meter arrangement. Ask management and follow their instructions where they differ from this template.
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