How to Prepare for a Rental Property Move-In Inspection

15 April 2025

Moving into a new rental property is exciting, but before you get too comfortable, there’s an important step that shouldn’t be overlooked—the move-in inspection. This walkthrough with your landlord or property manager ensures both parties are on the same page regarding the condition of the rental before you officially settle in.

Why does this matter? Because a thorough inspection can save you headaches (and money!) when it’s time to move out. Without it, you might be blamed for damages that were already there.

So, how do you prepare for this crucial step? Let’s dive into everything you need to do to make sure you start your lease on the right foot.

Why Is a Move-In Inspection Important?

Before we get into the nitty-gritty, let’s talk about why this process even matters.

A move-in inspection is a detailed review of a rental property's condition before a tenant moves in. The goal is to document any pre-existing damage so that you’re not held responsible when you move out. It protects both you and the landlord by setting clear expectations.

Skipping this step could mean losing your security deposit over issues that weren’t your fault. Nobody wants that.

What to Expect During a Move-In Inspection

Most landlords or property managers will schedule a move-in inspection with you before you officially take possession of the unit. During the inspection, you’ll walk through the space together and take note of any existing damages, wear and tear, or maintenance concerns.

Some landlords will provide a checklist, while others may leave it up to you to document everything. Either way, your job is to be thorough.

How to Prepare for a Rental Property Move-In Inspection

1. Schedule the Inspection Early

Don’t wait until the last minute to set up your move-in inspection. Ideally, this should be done before you start bringing in furniture and boxes. You want a clear, unobstructed view of everything.

2. Bring the Right Tools

Come prepared with:
- A notebook and pen
- A smartphone or camera for photos and videos
- A flashlight (for checking inside cabinets and dark corners)
- A copy of your lease agreement (just in case)

Having these tools handy ensures nothing gets overlooked.

3. Inspect Every Room Thoroughly

Don’t rush through the inspection. Walk through each room with a critical eye. Here’s a breakdown of what to check:

Walls, Ceilings, and Floors

Look for cracks, holes, stains, or scuff marks. Pay attention to water stains on ceilings, which could mean leaks.

Doors and Windows

Do they open and close smoothly? Check for drafts, broken locks, missing screens, or cracked glass.

Plumbing Fixtures

Run every faucet and flush every toilet. Any leaks? Slow drainage? Weird noises from pipes? These could be signs of bigger problems.

Electrical Outlets and Light Fixtures

Test every light switch and electrical outlet. Bring a small device (like a phone charger) to ensure the outlets work.

Appliances (If Included)

If your rental comes with a refrigerator, stove, dishwasher, or washer/dryer, make sure they function properly. Open them, run them briefly, and listen for strange noises.

HVAC System

Turn on the heat and AC to make sure they work. If the air filters look dirty, ask for replacements.

Cabinets and Storage Areas

Open every cabinet and drawer. Do they close properly? Any signs of pests? Musty smells could indicate mold or moisture issues.

Exterior Areas (If Applicable)

If you have a patio, balcony, or yard, check for damages or safety hazards.

4. Take Photos and Videos

Visual proof is your best friend. Take timestamped photos and videos of any damage you find—even minor issues. This prevents “he said, she said” disputes later on.

Focus on details: scratches on wood floors, chipped paint, or even an old stain on the carpet. The more documentation you have, the better.

5. Fill Out the Move-In Checklist

If your landlord provides a move-in checklist, go through it carefully. If they don’t, consider making your own. List every issue, no matter how small.

Be specific. Instead of writing “small stain in the living room,” describe it more precisely: “Quarter-sized coffee stain near the center of the living room carpet.”

6. Get Written Acknowledgment from Your Landlord

Once the inspection is completed, ask your landlord or property manager to confirm, in writing, that they acknowledge the documented issues. Ideally, both you and the landlord should sign off on the checklist.

If they’re hesitant, send them a follow-up email with your notes and photos for record-keeping. This creates a digital paper trail.

7. Address Any Immediate Repairs

If the inspection reveals major issues—like a broken appliance, leaking pipes, or unsafe conditions—bring it up right away. Your landlord should handle necessary repairs before you move in.

Get a clear timeframe for when repairs will be completed so you’re not waiting weeks without a working stove or functioning locks.

What to Do After Moving In

Even after the move-in inspection, keep an eye out for issues you may have missed. If you notice something within the first few days, report it immediately in writing. It’s better to bring up concerns early rather than waiting until move-out.

Common Mistakes to Avoid

- Skipping the Inspection – Always do a walkthrough, even if the place looks spotless.
- Not Taking Photos/Videos – Visual evidence is key when it comes to security deposit disputes.
- Rushing Through the Process – Take your time and examine everything carefully.
- Failing to Report Issues in Writing – Verbal agreements mean nothing if there’s no paper trail.

Final Thoughts

A move-in inspection might seem like an extra hassle, but it’s an essential step in protecting yourself as a tenant. Taking the time to thoroughly document the condition of your rental ensures that you’re not wrongfully charged for existing damages when your lease ends.

So, before you start unpacking and settling in, grab your checklist, take those photos, and make sure everything is properly recorded. Your future self (and your wallet) will thank you.