Why Move-In Inspections Are Critical
A comprehensive move-in inspection is your best protection against security deposit disputes, unfair damage claims, and tenant conflicts. By thoroughly documenting the property's condition before the tenant takes possession, you establish a clear baseline that protects both landlord and tenant.
Warning: Without a thorough move-in inspection and photos, you lose the ability to prove damage occurred during tenancy. California courts place burden of proof on landlords for deposit deductions.
This checklist covers every area of the property, from cosmetic details to mechanical systems, ensuring nothing is overlooked. Use this alongside photos and videos to create irrefutable documentation of pre-tenancy condition.
Move-In Inspection Best Practices
Timing and Process
- Schedule before move-in: Conduct inspection ideally within 48 hours before tenant receives keys
- Invite tenant participation: Walk through together so tenant can verify and agree on conditions
- Allow adequate time: Budget 60-90 minutes for thorough single-family home inspection
- Bring supplies: Clipboard, checklist, camera/phone, flashlight, outlet tester, tape measure
Documentation Standards
- Take comprehensive photos: Minimum 50-100 photos covering every room, surface, and system
- Video walkthrough: Supplement photos with narrated video tour (3-5 minutes)
- Date and timestamp: Ensure all photos/videos are dated
- Written notes: Describe condition in detail, don't rely solely on checkboxes
- Obtain signatures: Both parties sign and date completed inspection report
Legal Compliance
Legal Note: California requires landlords to provide tenants with a copy of the move-in inspection within 7 days. Keep all inspection records for minimum 4 years after tenancy ends.
- California requirement: Provide tenant with copy of inspection within 7 days
- Document retention: Keep inspection records for minimum 4 years after tenancy ends
- Pre-existing damage notation: Clearly mark any damage present at move-in
Exterior Inspection Checklist
Building Exterior
- ☐ Siding/exterior walls: Check for cracks, holes, peeling paint, damage, fading
- ☐ Foundation: Look for cracks, settling, water damage, gaps
- ☐ Roof condition: Note missing/damaged shingles, moss, sagging (view from ground)
- ☐ Gutters and downspouts: Check for damage, clogs, proper attachment, drainage
- ☐ Windows (exterior): Inspect frames, glass, screens, seals, caulking
- ☐ Doors (exterior): Check condition, weatherstripping, locks, hinges, paint/finish
- ☐ Garage door: Test operation, note dents/damage, check opener function
- ☐ Chimney: Inspect for cracks, missing mortar, cap condition
- ☐ Exterior lighting: Test all fixtures, note missing bulbs or damage
- ☐ House numbers: Verify present and visible
Landscaping and Yard
- ☐ Lawn condition: Note bare spots, weeds, overall health
- ☐ Trees and shrubs: Document existing plants, note any dead/dying vegetation
- ☐ Sprinkler system: Test all zones, check for broken heads, leaks, coverage
- ☐ Fencing: Check for damage, missing boards, leaning posts, gate function
- ☐ Walkways/driveway: Note cracks, stains, trip hazards, settlement
- ☐ Deck/patio: Inspect for rot, loose boards, staining, structural integrity
- ☐ Outdoor outlets/spigots: Test all exterior water and electrical connections
Documentation Tips - Exterior
Pro Tip: Take photos from the same angles at move-in and move-out for easy comparison. Include a dated newspaper in one photo to prove timing.
- Photograph all four sides of the house from multiple angles
- Take close-ups of any existing damage or wear
- Document landscaping condition with wide shots of yard
- Photo each window, door, and fixture individually
Interior - General Areas
Entry and Hallways
- ☐ Floors: Check for scratches, stains, damage, squeaks (note type: carpet/hardwood/tile)
- ☐ Walls: Look for holes, dents, scratches, scuff marks, paint condition
- ☐ Ceilings: Check for cracks, water stains, texture damage, discoloration
- ☐ Baseboards/trim: Note dents, scratches, missing pieces, paint condition
- ☐ Doors: Test operation, check for damage, verify locks/latches work
- ☐ Light fixtures: Test all switches, check for damage, note bulb types needed
- ☐ Outlets/switches: Test all outlets (use outlet tester), check switch operation
- ☐ Closets: Inspect doors, shelving, rods, condition of interior surfaces
- ☐ Smoke detectors: Test function, verify proper placement, check expiration dates
- ☐ CO detectors: Test function, verify presence in required locations
Kitchen Inspection
Kitchen Surfaces and Fixtures
- ☐ Floors: Check condition, note stains, damage, transitions
- ☐ Walls/backsplash: Inspect paint, tile, grout, caulking
- ☐ Cabinets: Open all doors/drawers, test hardware, note damage, check shelves
- ☐ Countertops: Inspect for cracks, chips, stains, burns, separation from walls
- ☐ Sink: Check for chips, stains, cracks, proper drainage, caulking
- ☐ Faucet: Test hot/cold water, check for leaks, verify spray function
- ☐ Garbage disposal: Test operation, check for leaks, verify no unusual sounds
- ☐ Lighting: Test all fixtures including under-cabinet lights if present
Kitchen Appliances
- ☐ Refrigerator: Test cooling, check ice maker/water dispenser, inspect seals, note cleanliness
- ☐ Stove/oven: Test all burners, oven heating, timer, lights, knobs, drip pans
- ☐ Dishwasher: Run test cycle, check for leaks, verify proper drainage, inspect racks
- ☐ Microwave: Test heating, turntable, lights, fan, timer
- ☐ Range hood: Test fan speeds, lights, check for grease buildup, inspect filter
- ☐ Pantry: Check shelving, door operation, lighting, overall condition
Kitchen Documentation Tips
- Photo inside each cabinet and drawer
- Capture serial numbers of all appliances
- Document any existing stains on counters, floors, or appliances
- Take video of appliances in operation showing they function properly
Bathroom Inspection
Bathroom Fixtures and Surfaces
- ☐ Floors: Check tiles, grout, vinyl, note stains, damage, water damage signs
- ☐ Walls: Inspect paint, tile, grout, caulking, water stains, mold
- ☐ Ceiling: Look for water stains, paint peeling, mold, ventilation damage
- ☐ Vanity/cabinets: Test doors/drawers, check countertop, inspect for water damage
- ☐ Sink: Check for cracks, chips, stains, proper drainage, stopper function
- ☐ Faucet: Test hot/cold water, check for leaks, verify all handles work
- ☐ Toilet: Flush test, check for leaks, verify seat/lid condition, inspect base caulking
- ☐ Shower/tub: Check tile/surround, caulking, grout, drain, faucet, diverter, showerhead
- ☐ Shower door/curtain: Test door operation, check seals, inspect tracks or rod
- ☐ Exhaust fan: Test operation, listen for unusual sounds, verify venting
- ☐ GFCI outlets: Test ground fault function (test button), verify proper operation
- ☐ Mirrors/medicine cabinet: Check for cracks, chips, proper mounting, shelf condition
- ☐ Towel bars/toilet paper holder: Verify secure mounting, no damage
Bathroom Documentation Tips
- Photograph all tile work, especially grout condition
- Document any existing mold, mildew, or water stains
- Take close-ups of caulking around tubs, showers, and sinks
- Run faucets on video to show no leaks and proper water pressure
Bedroom Inspection
Each Bedroom
- ☐ Floors: Check carpet, hardwood, or other flooring for stains, damage, wear
- ☐ Walls: Inspect paint, note holes, dents, scratches, scuffs
- ☐ Ceilings: Check for cracks, stains, texture damage, popcorn condition
- ☐ Windows: Test operation, check screens, locks, seals, condensation issues
- ☐ Window coverings: Test blinds/curtains, note damage, verify operation
- ☐ Doors: Check operation, locks, knobs, hinges, paint, hollow-core condition
- ☐ Closets: Inspect doors, rods, shelving, floor condition, lighting
- ☐ Light fixtures: Test all switches, ceiling fans, note bulb types
- ☐ Outlets: Test all electrical outlets for proper function
- ☐ Baseboards/trim: Check for damage, gaps, paint condition
- ☐ Ceiling fan (if present): Test all speeds, light, remote control, wobble
Living Areas / Family Room / Dining Room
Living Spaces
- ☐ Floors: Inspect entire surface, note high-traffic wear patterns
- ☐ Walls: Check all surfaces including behind furniture areas if possible
- ☐ Fireplace (if present): Check damper, flue, hearth, mantle, glass doors, gas key
- ☐ Built-in shelving: Test stability, note condition, check for damage
- ☐ Entertainment center: Verify condition, test any built-in features
- ☐ Cable/internet outlets: Document locations, test if possible
- ☐ Thermostat: Test heating/cooling operation, note settings, check battery
Laundry Area
Laundry Room or Closet
- ☐ Floors: Check for water damage, stains, proper flooring material
- ☐ Walls: Inspect for moisture damage, proper paint/finish
- ☐ Washer connections: Check hoses, shutoff valves, drain, electrical outlet
- ☐ Dryer connections: Verify vent, electrical/gas connection, no kinks in vent
- ☐ Washer (if included): Test all cycles, note model/serial, check for leaks
- ☐ Dryer (if included): Test heating, tumble, lint trap, vent flow
- ☐ Utility sink (if present): Check faucet, drainage, cabinet condition
- ☐ Storage/shelving: Note condition of any built-in storage
Garage / Carport / Parking
Garage Inspection
- ☐ Garage door: Test opener, safety sensors, manual operation, note damage
- ☐ Garage floor: Check for cracks, stains (especially oil), settling
- ☐ Walls: Note condition, check for water damage, pest entry points
- ☐ Electrical: Test outlets, GFCI if present, lighting
- ☐ Service door: Check lock, operation, weatherstripping, condition
- ☐ Water heater: Note age/condition, check for leaks, verify proper venting
- ☐ HVAC unit (if in garage): Note condition, check filter access, test operation
- ☐ Shelving/workbench: Document any built-in storage, note condition
Mechanical Systems
HVAC System
- ☐ Heating test: Run heat cycle, verify warm air from all vents
- ☐ Cooling test: Run A/C cycle, verify cold air from all vents
- ☐ Air filter: Note size, condition, accessibility for tenant changes
- ☐ Thermostat: Test all functions, program if applicable, check battery
- ☐ Vents/registers: Check all rooms, verify proper airflow, note any damage
- ☐ Unit age/condition: Document make, model, approximate age
Plumbing
- ☐ Water pressure: Test at multiple fixtures, note if weak anywhere
- ☐ Hot water: Verify adequate hot water at all fixtures
- ☐ Drainage: Test all sinks, tubs, showers for proper drainage
- ☐ Under-sink inspection: Check all cabinets for leaks, water damage, proper pipe connections
- ☐ Water heater: Note age, capacity, condition, temperature setting
- ☐ Shut-off valves: Locate and test main water shut-off and individual fixtures
- ☐ Sump pump (if applicable): Test operation, check discharge
Electrical
- ☐ Breaker panel: Note location, proper labeling, accessible, no rust
- ☐ All outlets: Test every outlet in every room with outlet tester
- ☐ GFCI outlets: Test ground fault function in bathrooms, kitchen, garage, exterior
- ☐ Light fixtures: Test every switch and fixture throughout property
- ☐ Ceiling fans: Test all speeds, light kits, pull chains or controls
Safety Systems
Safety Equipment
- ☐ Smoke detectors: Test each unit, verify locations per code, check expiration dates
- ☐ Carbon monoxide detectors: Test each unit, verify required locations, check batteries
- ☐ Fire extinguisher(s): Check presence, charge level, proper mounting
- ☐ Emergency exit routes: Verify bedroom windows open, egress requirements met
- ☐ Deadbolt locks: Test all exterior door locks, verify key function
- ☐ Window locks: Check all window locks for proper operation
Final Steps
Completing the Inspection
- ☐ Review with tenant: Walk through findings, discuss any pre-existing damage
- ☐ Tenant questions: Answer questions about property operation, maintenance responsibilities
- ☐ Both parties sign: Have both landlord and tenant sign and date completed inspection
- ☐ Provide copy: Give tenant their copy of inspection report within 7 days
- ☐ Upload photos: Organize and store all photos/videos in dated folder
- ☐ File documentation: Keep inspection report, photos, videos together in tenant file
- ☐ Note any immediate repairs: Schedule any agreed-upon repairs or maintenance needed
Common Move-In Inspection Mistakes to Avoid
Warning: Rushing the inspection or skipping documentation is the number one cause of lost security deposit disputes. Budget 60-90 minutes minimum.
What Not to Do
- Rushing the process: Inadequate time leads to missed items and future disputes
- Skipping appliance testing: Always run appliances, don't just visually inspect
- Not documenting enough: Take more photos than you think necessary
- Conducting without tenant present: Joint inspection prevents "I never saw that" claims
- Using vague descriptions: "Fair condition" is subjective; describe specifically
- Not testing mechanical systems: Actually run HVAC, test outlets, flush toilets
- Forgetting to date/sign: Unsigned inspections have limited legal value
- Not providing tenant copy: California law requires providing copy within 7 days
Conclusion
A thorough move-in inspection is your best insurance policy against future disputes. While it may seem time-consuming, the 60-90 minutes invested will save countless hours and potential legal costs down the road. Remember to:
- Be thorough - check every surface, fixture, and system
- Document extensively with photos and detailed notes
- Conduct inspection with tenant present
- Have both parties sign and date the completed report
- Provide tenant with copy and retain original for your records
Download our free PDF checklist to print and use for your next move-in inspection. This comprehensive template ensures you never miss critical details and provides the documentation needed to protect your investment.
