The Must-Have Move-In Checklist for Renters and Landlords

You’re standing in your new rental, keys in hand and ready to settle in. But before the couch comes in and the fridge gets stocked, there’s one document that can save you a ton of stress and cash down the road. It is the move-in checklist, which isn’t just paperwork. This document is your best defense against future disputes and misunderstandings as per many reputed real estate agent bloggers.

Whether you’re a tenant in New York or a landlord in Michigan, documenting your property’s condition at the start of a lease is non-negotiable. Here’s how to do it right.

Key Takeaways

• The move-in checklist is a legal shield for tenants and landlords alike so don’t skip it.
• Document every detail where photos, notes, and timestamps matter more than you think.
• Do it before moving in furniture as it’s harder to spot damage once the place is full.
• Keep a signed copy for the end-of-lease walkthrough because it’s your reference point.

What Is a Move-In Checklist?

A move-in checklist is a detailed record of the rental property’s condition when a new lease begins. It includes everything from flooring and walls to appliances and fixtures, with space for notes and comments. It shields both parties where landlords can track wear and tear, and tenants can prove they didn’t cause pre-existing damage.

Why It Matters: Benefits for Landlords and Tenants

A move-in checklist isn’t just a formality, it’s an inevitable tool that can avoid costly conflicts and ensure accountability.

For Tenants:

• Prevent being blamed for previous damage
• Document repair needs upfront
• Provide written proof in case of disputes

Remember that this isn’t about requesting fixes, it’s about capturing the property’s current state.

For Landlords:

• Prove when damage occurred
• Enforce lease conditions (e.g., paid deposit)
• Justify deductions from the security deposit

What to Include in Your Move-In Checklist

The checklist should start with general details—then zoom in room by room.

 Room-by-Room Breakdown

General Items:

• Doors, locks, and hardware
• Windows and coverings
• Flooring (tile, carpet, wood)
• Walls and ceilings
• Lighting and electrical outlets
• Fire/smoke detectors

Kitchen:

• Appliances: fridge, oven, dishwasher
• Cabinets and countertops
• Sink condition, leaks, drainage

Dining/Living Area:

• Flooring and wall condition
• Lighting fixtures and outlets

Bedrooms:

• Closets and shelving
• Windows and locks
• Behind-the-door wall condition

Bathrooms:

• Sink, tub, toilet function
• Mirrors, racks, cabinets
• Exhaust fans and outlets

For Houses:

• HVAC, electrical, plumbing
• Outdoor spaces (yard, patio, shed)
• Garages, gates, fencing
• Lawn condition and pest signs

For Apartments:

• Thermostats and in-unit systems
• Interior-only review (common areas excluded)

How to Properly Document the Property’s Condition

Using abbreviations helps streamline the process. Here are common condition codes:

Take detailed notes and photos and then label them with room names, issues, and dates. Share these with your landlord or tenant and keep a signed copy.

It is better to document everything, even dust on ceiling fans or mismatched paint. It all matters when it’s time to move out.

When to Fill Out the Checklist

Best practice: Do it on move-in day, before furniture arrives. Some landlords give tenants up to 72 hours. A joint walkthrough is ideal where both parties should review and sign the checklist.

Tenants Should:

• Stay organized
• Report needed repairs ASAP
• Keep a digital or physical signed copy

States that require it by law:

 Frequently Asked Questions