Move-In Documentation

Move-in documentation is the single most important protection against security deposit disputes. If you cannot prove the property's condition at move-in, you cannot prove what the tenant damaged — and you will lose the dispute.

What to Document

1. Written Condition Report

Create a detailed, room-by-room condition report before the tenant moves in. For each room, document:

• Walls: Paint condition, marks, holes, cracks
• Floors: Carpet condition, tile, wood, stains, damage
• Ceilings: Stains, cracks, water damage
• Windows: Operation, screens, condition
• Doors: Operation, locks, condition
• Appliances: Working condition, age, cleanliness
• Plumbing: Faucets, toilets, drains — all working
• Electrical: All outlets and switches working
• HVAC: Heating and cooling tested and working

2. Photographs and Video

Photograph and video every room from multiple angles. Capture:

• Overall room views
• Close-ups of existing damage
• Appliance condition
• Floor condition
• Any pre-existing issues

Date-stamp the photos (most smartphones do this automatically). Store them in a secure location where you can find them at move-out.

3. Utility Meter Readings

Record the meter readings for:

• Electric
• Gas
• Water (if separately metered)

This prevents disputes about who owes for utility usage at the start of the tenancy.

4. Key Receipt

Document which keys were provided to the tenant:

• Front door
• Back door
• Mailbox
• Garage
• Amenity keys (pool, gym, storage)

Have the tenant sign a receipt for all keys.

The Move-In Inspection

With the Tenant

Conduct the move-in inspection with the tenant present:

1. Walk through every room together
2. Note any pre-existing damage on the condition report
3. Have the tenant sign the completed condition report
4. Give the tenant a copy

Without the Tenant

If the tenant cannot be present:

1. Complete the inspection yourself
2. Photograph and document everything
3. Send the condition report to the tenant with a deadline to add any items they disagree with
4. Keep the signed report and the tenant's response

Timing

Complete the move-in documentation:

• Within 3-5 days of the tenant taking possession (check your local laws — some states require it within a specific timeframe)
• Before the tenant moves furniture in — it is much easier to photograph empty rooms

Common Mistakes

1. Skipping the inspection — "The property is new, so it's fine." No. Document it anyway.
2. Not photographing — A written report without photos is harder to prove.
3. Not having the tenant sign — An unsigned report is just your opinion.
4. Not keeping a copy — If you give the tenant the only copy, you have no proof.
5. Waiting too long — Document immediately. Memory fades.

Practical Application

Create a standardized move-in checklist:

1. Room-by-room condition report
2. Photo documentation (every room, multiple angles)
3. Utility meter readings
4. Key receipt
5. Tenant signature on the completed report

Store everything in a secure, organized location. You will need it at move-out.

Related Knowledge

• Property Condition Documentation — ongoing documentation
• Setting Tenant Expectations — starting the tenancy right
• Security Deposit Recordkeeping — protecting the deposit
• Rental Property Turnover Planning — the other end of the tenancy