Move-in and move-out inspections that protect you

The humble move-in inspection is the most underrated document in landlording. It's a dated, photographed record of the property's exact condition when a tenant takes possession — and it's the baseline that decides who's right when something is damaged, who owes for what at move-out, and whether a security-deposit deduction survives a challenge. Skip it, and every future dispute becomes your word against the tenant's, which is a fight landlords usually lose. Do it well, and most disputes never start.

Why the walkthrough is your defense

At move-out, you'll want to charge for genuine damage — a hole in the wall, a stained carpet, a broken fixture. The tenant will often claim it was already like that. Without a move-in record, you can't prove otherwise, and courts (and deposit law) default to the tenant's favor when the landlord lacks documentation. A signed, dated, photographed move-in inspection flips that dynamic: you can put the move-in photo of a spotless wall next to the move-out photo of the hole and the argument is over. The inspection isn't bureaucracy — it's the evidence that makes fair deductions enforceable.

How to do the move-in inspection

1. 1
   Use a room-by-room checklist

   Go through every room and note the condition of walls, floors, ceilings, windows, doors, fixtures, appliances, and any existing damage or wear. A standard form keeps you consistent and thorough.

2. 2
   Photograph (or video) everything, dated

   Take timestamped photos of every room and every existing flaw. More is better — a few hundred photos cost nothing and win disputes. Video walkthroughs with narration are even stronger.

3. 3
   Have the tenant review and sign

   Walk through together if possible, let the tenant note anything you missed, and have both parties sign and date the completed checklist. A tenant-signed record is nearly unassailable.

4. 4
   Give the tenant a copy and keep yours

   Both sides should have the signed inspection and the photos. Store yours where you can find it years later — cloud storage, tied to the property file.

The move-out inspection

Repeat the same process when the tenant leaves, ideally with the tenant present so there are no surprises and they can see exactly what you're documenting. Use the same room-by-room checklist and photograph every item you intend to charge for, next to (or referencing) the move-in photo of the same spot. Then apply the standard that governs every deduction: damage beyond normal wear and tear is chargeable; ordinary aging is not. Faded paint and lightly worn carpet after a multi-year tenancy are your cost of doing business; a burn, a hole, or a pet-destroyed floor are the tenant's. Itemize each charge with its cost and back it with the photo pair.

The bottom line

A dated, photographed, tenant-signed move-in inspection is the cheapest insurance in landlording: it turns every future damage dispute from a coin flip into a settled question. Use a room-by-room checklist, photograph the whole unit (condition, not just damage), get the tenant's signature, and repeat the exact process at move-out with the tenant present. Charge only for damage beyond normal wear, backed by the photo pairs. The landlords who lose deposit disputes almost always lack a move-in record; the ones who have one rarely end up in a dispute at all.