Why is the checklist important?

It creates a documented baseline of the U.S. property's condition before a tenant moves in, protecting American tenants from being charged for pre-existing damage and protecting landlords' ability to document legitimate deductions.

What should be documented on the checklist?

Every room in the U.S. rental unit including walls, floors, ceilings, appliances, fixtures, windows, doors, and any existing damage or wear. Photographs should supplement the American written record.

What if the landlord refuses to sign the checklist?

Complete the U.S. checklist and take detailed photos anyway. Send a copy to the American landlord by certified mail. Your documentation can be used as evidence in any future deposit dispute.

Can photographs be used as evidence in a deposit dispute?

Yes. Dated photographs are some of the most compelling evidence in U.S. security deposit cases. American courts regularly consider photographic evidence alongside signed checklists.

When should the move-out inspection be completed?

Ideally on or just before the last day of U.S. tenancy, while the American tenant still has access to the property and before they surrender the keys.

What if damage occurred during the tenancy and was not caught at move-in?

If damage occurs during the U.S. tenancy, it should be reported promptly and documented with photographs at the time it is discovered, not just at move-out. American landlords and tenants benefit from immediate documentation.

How does the checklist affect security deposit deductions?

The U.S. checklist establishes what was pre-existing and what is new damage attributable to the tenant. Only American damage beyond normal wear and tear that was not documented at move-in can be properly deducted.

Rental & Real EstateUnited States

Free Move-In / Move-Out Checklist Template

A professionally structured move-in/move-out checklist for U.S. rental properties. Use this free American landlord-tenant inspection template to document property condition, protect security deposits, and comply with state law. Fill in your details and generate a formatted PDF in minutes.

Create Your Move-In / Move-Out Inspection Checklist

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PROPERTY INSPECTION CHECKLIST

Move-in Inspection

INSPECTION DETAILS

PROPERTY ADDRESS	742 Evergreen Terrace, Apt 12, Portland, OR 97201
LANDLORD / PROPERTY MANAGER	Pacific Rim Property Management
TENANT	David and Lisa Kim
MOVE-IN INSPECTION DATE	April 1, 2025

LIVING ROOM

Area / Item	Move-In	Notes
Walls / Paint	Fair	Small scuff on north wall, pre-existing
Floors / Carpet	Good
Ceiling	Good
Windows / Blinds	Good
Lights / Outlets	Good
Doors / Locks	Good

KITCHEN

Area / Item	Move-In	Notes
Walls / Cabinets	Good
Countertops	Good
Floors	Good
Appliances	Good	Garbage disposal makes clicking noise, noted as pre-existing
Sink / Faucet	Good
Dishwasher	Good

BEDROOM(S)

Area / Item	Move-In	Notes
Walls / Paint	Good
Floors / Carpet	Good
Ceiling	Good
Closets / Doors	Good
Windows / Blinds	Good
Lights / Outlets	Good

BATHROOM(S)

Area / Item	Move-In	Notes
Walls / Tile	Good
Floors	Good
Toilet	Good
Sink / Faucet	Good
Shower / Tub	Fair	Minor caulking wear around tub edge
Mirror / Cabinet	Good

ENTRY / HALLWAYS / OTHER

Area / Item	Move-In	Notes
Entry / Foyer	Good
Hallways	Good
Laundry Area	Good
Garage / Parking	Good
Exterior / Yard	Good
Smoke / CO Detectors	Good

KEYS, ACCESS AND UTILITIES

KEYS PROVIDED	2
GARAGE / GATE REMOTES	1
MAILBOX KEYS	1
PARKING SPACE	Space #7, Underground
ELECTRIC METER READING	12,847 kWh
GAS METER READING	482 CCF

Additional Notes: Small scuff on north wall of living room (pre-existing, photographed). Garbage disposal makes clicking noise - noted as pre-existing condition.

Legal framework. This inspection record is evidence of the condition of the premises at move-in and/or move-out and supports security-deposit accounting under applicable state law, including: California Civil Code §1950.5 (itemized statement; pre-move-out inspection offer under §1950.5(f)); New York General Obligations Law §7-108 (HSTPA 2019, itemized statement and inspection rights); Texas Property Code §92.104 (itemized deductions within 30 days of surrender); Florida Statutes §83.49 (notice of intention to impose a claim within 30 days); and Massachusetts G.L. c. 186 §15B(3)(a) (separate written statement of present condition). Landlord may deduct only for damage beyond normal wear and tear; Tenant is not liable for ordinary wear and tear arising from reasonable use. This record is maintained in support of the implied warranty of habitability recognized in Javins v. First National Realty Corp., 428 F.2d 1071 (D.C. Cir. 1970), and codified in most states. Landlord entry for inspection shall comply with applicable notice statutes (e.g., California Civil Code §1954 - 24-hour written notice for non-emergency entry). For premises built before 1978, the parties acknowledge disclosure obligations under the Residential Lead-Based Paint Hazard Reduction Act, 42 U.S.C. §4852d, and 24 C.F.R. Part 35. Any reasonable modifications requested by a tenant with a disability and any obligations regarding restoration are governed by the Fair Housing Act and HUD Notice FHEO-2020-01.

By signing below, both parties acknowledge that the above is an accurate and complete record of the property condition at the time of inspection, and that a signed copy has been retained by each party.

LANDLORD / PROPERTY MANAGER

Pacific Rim Property Management

Date: ____________________

TENANT

David and Lisa Kim

Date: ____________________

What Is a Move-In/Move-Out Checklist?

A move-in/move-out checklist is a document used across the United States to record the condition of a rental property at the beginning and end of a tenancy. Both American landlord and tenant inspect the property together and note the condition of each room, appliance, fixture, and surface. The completed checklist protects both parties in any dispute over security deposit deductions.

At move-in, the checklist creates a baseline record of pre-existing damage, preventing U.S. tenants from being charged for issues that existed before they moved in. At move-out, the same checklist is used to compare current conditions against the original state. Any damage beyond normal wear and tear can be documented and deducted from the security deposit under American landlord-tenant law.

Many U.S. states require landlords to provide a written move-in condition report and give tenants the opportunity to disagree with its findings. A signed move-in/move-out checklist, supported by dated photographs, is the most important document in preventing and resolving security deposit disputes in the United States.

What's Covered in This Template

Doxuno's move-in/move-out checklist template includes all essential sections for documenting property condition and protecting both parties from disputes.

Property Address

Tenant Information

Landlord or Manager

Living Room Condition

Kitchen and Appliances

Bedroom Conditions

Bathroom Condition

Windows and Doors

Keys and Access Devices

Utility Meter Readings

Photographs Taken

Move-In and Move-Out Dates

How to Create Your Move-In/Move-Out Checklist

Creating a move-in/move-out checklist with Doxuno is straightforward. Our template guides you through each step to ensure comprehensive documentation.

1
Schedule an inspection before move-in
Walk through the property with the tenant before keys are handed over, while the unit is empty and clean.
2
Document each room in detail
Note the condition of walls, floors, ceilings, fixtures, and appliances in each room. Be specific about any existing damage such as stains, scratches, or chips.
3
Take dated photographs of every room
Photograph every room and any pre-existing damage as supporting evidence. Store photos with the signed checklist.
4
Both parties sign at move-in
The landlord and tenant should each sign the completed checklist confirming they agree on the property's condition at the start of the tenancy.
5
Repeat the process at move-out
Conduct the same inspection at move-out, comparing current conditions to the move-in checklist to determine any legitimate deductions.

Important Legal Considerations

U.S. move-in/move-out checklists play a crucial role in security deposit disputes and are governed by American state law. This template covers the essential elements recognized in all 50 states.

This template is provided for informational purposes and does not constitute legal advice. Consult a licensed attorney to ensure compliance with your state's specific laws.

Reviewed by legal professionals. The content on this page and the template clauses have been reviewed by licensed attorneys in the United States to ensure accuracy and legal soundness for standard scenarios.

State Requirements for Condition Reports

Many U.S. states require American landlords to provide written notice of the property's condition at the start of a tenancy and to inform tenants of their right to be present during move-out inspection. California, for example, requires landlords to offer a pre-move-out inspection 14 days before the tenancy ends — and similar protections exist across the United States.

Normal Wear and Tear vs. Damage

U.S. landlords may only deduct from a security deposit for damage beyond normal wear and tear. Normal American wear includes minor scuffs on walls, carpet wear from regular use, and small nail holes. Damage includes large stains, broken fixtures, or unauthorized alterations. A detailed checklist helps establish what constitutes damage versus expected wear.

Security Deposit Deduction Deadlines

After move-out, most U.S. states require American landlords to return the security deposit and provide an itemized statement of deductions within a specified period, ranging from 14 to 45 days depending on the state. Failure to comply can result in the landlord forfeiting the right to deductions and paying the tenant statutory penalties under U.S. landlord-tenant law.

Frequently Asked Questions

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