Move-In Day 101: Rental Condition & Deposit Protection Checklist

📦 Move-In Day 101

Before boxes cover the floors and everybody forgets what the unit looked like on day one, document the rental, report problems, save records, and create a clear starting point for your tenancy.

Blog Street Rule: Document the rental before your furniture becomes part of the evidence.

Move-In Record

Property / Address

Move-In / Possession Date

Landlord / Management Company

Maintenance Contact

1. Before the Furniture Comes In

I walked through the rental before large furniture or boxes blocked walls, floors, doors, and appliances.

I compared the actual condition with any move-in condition form provided by the landlord or manager.

I noted existing scratches, stains, holes, dents, chips, broken fixtures, or other visible damage.

I kept a copy of any condition report I submitted.

2. Create a Photo and Video Record

Where permitted, take clear photos or video of the rental as it actually looked when you received possession.

I photographed or recorded each room from more than one angle.

I took closer images of existing damage rather than relying only on wide room photos.

I documented floors, walls, ceilings, doors, windows, cabinets, counters, appliances, and fixtures.

I saved the original files somewhere I can retrieve later.

Keep the original files when practical. A backup in another device, drive, or cloud account can protect the record if a phone is lost or damaged.

3. Entry Doors, Locks & Keys

I received the keys, access cards, remotes, codes, or other entry devices I was told I would receive.

The primary entry door opens, closes, and locks normally.

Other exterior doors and accessible windows appear to secure normally.

I reported missing or nonworking entry devices promptly.

4. Walls, Ceilings & Floors

Existing wall holes, marks, stains, cracks, or damaged paint are documented.

Ceiling stains, discoloration, cracks, or other visible concerns are documented.

Floor scratches, stains, chips, torn carpet, cracked tile, or other damage are documented.

Any unusual soft, wet, warped, or damaged areas were reported.

5. Kitchen

I documented the condition of cabinets, drawers, counters, sink, faucet, and backsplash.

I checked below the sink for visible leakage or existing water damage.

I documented which appliances were present and their visible condition.

I reported appliances that did not operate normally when tested according to landlord instructions or normal use.

I noted visible evidence of pests or pest-related damage if present.

6. Bathrooms

I documented the tub, shower, toilet, sink, vanity, mirrors, fixtures, floors, and walls.

I checked for visible leaks around sinks, toilets, tubs, and showers.

I documented existing chipped tile, damaged grout, peeling caulk, stains, or other visible defects.

I reported drainage, water-pressure, or fixture problems discovered during normal use.

7. Bedrooms, Closets & Storage

I documented bedroom walls, floors, ceilings, windows, doors, and closets.

Closet doors, shelves, rods, and built-in storage are documented.

Any separate storage area included with the rental is documented before I place belongings inside.

8. Heating, Cooling & Ventilation

I know how to operate the normal heating and cooling controls provided with the rental.

I reported obvious problems with normal heating or cooling operation.

Bathroom or kitchen ventilation equipment provided with the unit was checked during normal use.

I know whether filter replacement or other routine HVAC tasks are assigned to me by the lease.

9. Smoke & Carbon Monoxide Alarms

I identified the smoke alarms present in the rental.

I identified carbon monoxide alarms where provided or required.

I reported missing, damaged, or nonworking safety alarms rather than removing or ignoring them.

Do not disable life-safety equipment. Requirements can vary by building type and jurisdiction, so unresolved concerns should be reported promptly.

10. Electricity, Outlets & Lighting

I documented broken switches, damaged outlet covers, or visibly damaged light fixtures.

I reported electrical conditions that appear damaged, unsafe, or abnormal rather than attempting repairs myself.

I know which utility account I am responsible for establishing under the lease.

11. Water, Plumbing & Leaks

I checked normal faucets and fixtures for obvious leaks during ordinary use.

Existing water stains or visible moisture damage are documented.

I know how to report a plumbing leak or water emergency.

12. Laundry & Included Equipment

If laundry equipment is included, I documented its condition before use.

If laundry is shared, I know how access and payment work.

Other included equipment, remotes, furnishings, or accessories are documented where applicable.

13. Parking, Mail & Building Access

I know my authorized parking location or permit requirements.

I received required gate remotes, parking permits, access cards, or mailbox keys.

I know how packages and mail are normally handled at the property.

14. Meter Readings When Relevant

If your housing provider or utility uses individual meters and the meter is safely accessible to you, record the starting reading where appropriate.

I recorded relevant starting meter readings when applicable and safely accessible.

I kept a photo or written record of the reading when useful.

15. Report Problems in Writing

I submitted move-in problems through the maintenance portal, email, written form, or other method used by the housing provider.

My report identifies the problem clearly enough that someone else can understand what I am reporting.

I kept confirmation numbers, emails, screenshots, or copies showing when the issue was reported.

A phone call can solve a problem quickly. A written record can help you remember when it was reported and what was said.

16. Keep Your Lease & Move-In Records Together

I have a complete copy of the signed lease.

I have copies of addenda and community rules that apply to me.

I kept the move-in condition report, photos, videos, receipts, and repair requests together or know where to find them.

I saved important landlord or management contact information.

17. Security Deposit Records

I kept proof of the security deposit and other move-in payments.

I understand that deposit rules and deadlines can depend on state or local law.

I know where to find state-specific tenant-rights information if a deposit issue arises later.

Find State Tenant-Rights ResourcesLegal Help & Forms

18. First-Week Follow-Up

Some problems do not reveal themselves during a 20-minute walkthrough. Pay attention during the first several days of normal living.

I watched for leaks, drainage problems, pests, appliance issues, unusual odors, or other problems that became noticeable after move-in.

I documented and reported new problems promptly rather than assuming they would disappear.

I kept records showing when any first-week issue was reported.

19. Notes & Problems to Track

Existing Damage / Condition Notes

Repairs / Maintenance Requests

Keys / Codes / Meters / Other Records

The goal is not to start a fight with the landlord. The goal is for everyone to have a clearer record of what existed when the tenancy began.

0 move-in items checked

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Homes on Blog Street provides general educational information and organizational tools. This checklist does not determine legal responsibility for property damage, interpret a lease, establish the condition of a rental, replace a professional inspection, or guarantee return of a security deposit. Security-deposit rules, condition-report requirements, maintenance duties, notice procedures, and landlord-tenant laws vary by jurisdiction and circumstance. For a specific dispute or legal question, use the responsible government agency, legal-aid service, qualified attorney, or other appropriate professional.