How do I document property condition at move-in?

A move-in condition report is a written record of how the unit looks before anyone lives in it. Walk every room in a set order and note the state of each surface, fixture, and appliance.

Be specific. Instead of writing kitchen okay, note a chip on the counter, a slow drain, or a scratched floor by the fridge. Detail is what makes the report hold up later.

Cover the easy-to-forget spots too: closets, blinds, outlets, smoke detectors, and the condition of any furniture or appliances you provide. Anything you leave off becomes a gray area at move-out.

Photos and short videos back up your notes. Capture walls, floors, corners, closets, and appliances, and shoot any existing flaws up close. Include a wide shot of each room so the context is clear.

Make sure every file carries a date. Most phones timestamp automatically, but confirm the metadata is intact. A dated image is hard to argue with when a tenant claims a mark was always there, or never was.

A report only protects you if the tenant agrees to it. Walk through together when you can, or send the report and ask them to add anything you missed within a few days.

Both parties should sign and keep a copy. A signed report turns your word against theirs into a shared, agreed baseline. Skipping the signature is a common reason deposit disputes fall apart.

A thorough report is useless if you cannot find it at move-out, sometimes a year or more later. Keep the checklist, photos, and signatures together and tied to the lease.

Rules on inspections and deposits vary, so confirm what your state expects. Read the guides at the state law guides and check specifics with your own counsel.