ClauseryFree move-in checklist template (Word)
A room-by-room checklist the landlord and tenant walk through together at move-in, noting existing damage, cleanliness and working items before keys are handed over.
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A move-in checklist (or move-in/move-out inspection report) records the condition of the rental unit when the tenant moves in. Both landlord and tenant sign it, and it becomes the baseline for deciding what damage to deduct from the security deposit at move-out.
Most states require a written move-in inspection, or give the tenant a right to be present at move-out with a similar checklist. Do it every time — even a quick walk-through with photos saves thousands in deposit disputes.
What to include#
- Unit and parties. Tenant name(s), property address, unit number, move-in date, landlord/manager name.
- Room-by-room items. Walls, floors, ceilings, doors, windows, blinds/curtains, light fixtures, outlets, smoke detectors per room.
- Appliances and systems. Condition and working order of fridge, stove, dishwasher, washer/dryer, heating, AC, water heater, plumbing.
- Keys and meters. Keys/remotes/fobs issued, utility meter readings at move-in.
- Sign-off. Tenant and landlord/agent sign and date; both get copies; photos attached as evidence.
How to fill it in#
Step 1: Prepare the checklist before move-in
Print one for each unit with all rooms and items listed; bring a camera.
Step 2: Walk through with the tenant
Go room by room with the tenant present; mark condition (good, fair, poor) and note specific damage.
Step 3: Take dated photos
Photograph every room plus any damage noted; include a date stamp or signed paper in the frame.
Step 4: Test appliances and detectors
Turn on appliances, test smoke/CO detectors and note meter readings.
Step 5: Sign and copy
Both sign; tenant gets a copy, landlord files the original with the lease. Repeat at move-out for comparison.
Related templates and guides
Questions
Is a move-in checklist required by law?
Many US states require a written inspection or give tenants a right to one; always do one to avoid deposit disputes.
What if we notice damage after move-in?
Add it via a signed amendment within the first few days; send dated photos to the landlord.
Can I use just photos?
Photos are great evidence but pair with a signed written list noting what each photo shows.
Who fills it out?
Ideally together — landlord and tenant jointly so there is no disagreement later.
Does it replace the lease?
No — it is an addendum/attachment that documents condition only.
These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.