Move-in move-out checklist template
Almost every security deposit dispute comes down to one question: was that scratch there when the tenant moved in? A move-in move-out checklist answers it. You walk the unit together, note the condition of every room, both sign, and do it again on the way out. This template is laid out room by room, with a line for every item that usually ends up in a deduction.
Updated November 5, 2026 · 4 min read
The contract
Gray blanks are yours to fill in before you send. Each signer fills in the blanks in their color.
- You, before sending
- Tenant
- Landlord
Move-In / Move-Out Condition Checklist
Property: Property address. Landlord: Landlord or management company. Tenant: Tenant name. Inspection date: Inspection date.
This checklist records the condition of the Property on the inspection date. It is filled in once when the Tenant moves in and again, on a fresh copy, when the Tenant moves out, so the two can be compared. This copy records the Inspection type inspection (move-in or move-out). For a move-out inspection, the signed move-in copy is dated Move-in checklist date.
1. How to describe condition
For each item, write a word or two (new, good, fair, worn or damaged) and the details of any damage, such as size and place: "carpet stain by window, about 4 inches" or "chip in tub enamel near drain". Write "none" where an item doesn't exist. Note cleanliness as well as damage: if the oven or refrigerator is dirty at move-in, say so, because the Tenant isn't expected to leave the Property cleaner than they found it. Photos or video taken on the inspection date may be attached to this checklist and form part of it.
2. Entry, living and dining areas
- Entry and halls, walls, floors, doors and lights: Entry and halls
- Living room walls, ceiling and paint: Living room walls
- Living room floors or carpet: Living room floors
- Living room windows, blinds, outlets and lights: Living room windows and fixtures
- Dining area: Dining area
3. Kitchen
- Cabinets, drawers and counters: Kitchen cabinets and counters
- Sink, faucet and garbage disposal: Kitchen sink and disposal
- Refrigerator and freezer: Refrigerator
- Stove, oven and hood fan: Stove and oven
- Dishwasher and microwave: Dishwasher and microwave
- Kitchen walls, floor and lights: Kitchen walls and floor
4. Bathrooms
- Bathroom 1, toilet, tub or shower, and caulking: Bathroom 1 fixtures
- Bathroom 1, sink, mirror, cabinet, walls, floor and fan: Bathroom 1 walls and floor
- Bathroom 2, fixtures: Bathroom 2 fixtures
- Bathroom 2, walls, floor and fan: Bathroom 2 walls and floor
5. Bedrooms
- Bedroom 1, walls, floor and ceiling: Bedroom 1 walls and floor
- Bedroom 1, closet, door, windows and blinds: Bedroom 1 closet and windows
- Bedroom 2: Bedroom 2
- Bedroom 3: Bedroom 3
6. Laundry, systems, outside and storage
- Washer, dryer and laundry area: Laundry
- Patio, balcony, yard or deck: Outdoor areas
- Garage, parking space or storage: Garage and storage
- Furniture or items supplied by the Landlord: Furnishings supplied
- Heating, air conditioning and filters: Heating and cooling
- Water heater, plumbing leaks and water pressure: Water heater and plumbing
- Exterior doors, locks, window screens and mailbox: Doors, locks and screens
7. Safety equipment
- Smoke alarms were tested and work.
- Carbon monoxide alarms, if any, were tested and work.
- Fire extinguisher location and condition: Fire extinguisher
8. Keys and meter readings
Keys, fobs and remotes handed over: Keys and remotes handed over. Meter readings on the inspection date (electric, gas, water), if the Tenant pays for them: Meter readings.
9. Comments
Tenant's other comments: Tenant comments
Landlord's comments, including any repairs the Landlord will make and by when: Landlord comments
10. What signing means
The signed move-in and move-out copies will be compared to work out any deduction from the security deposit under the lease and state law, and the Landlord will give the Tenant a copy of each. By signing, the Tenant and the Landlord agree that this checklist fairly describes the condition of the Property on the inspection date, except for anything noted in the comments. Signing does not make the Tenant responsible for conditions that existed before the tenancy, and it doesn't waive the Landlord's duty to make repairs the law requires. Normal wear and tear is not damage. Electronic signatures count as original signatures.
I have looked at every room listed and my notes are accurate.
Tenant
Landlord or agent
Opens it in SignMaster as a template you can edit and send.
A starting point, not legal advice. Have a lawyer review it for your state and situation.
On this page
Why the checklist matters
For tenants, it's proof that the stained carpet and the cracked tile were already there. For landlords, it's the baseline that makes a deduction stick: if the move-in copy says the oven was clean and the move-out copy says it wasn't, there's little to argue about. Without it, small claims judges are left weighing two memories, and many side with the tenant.
Some states make it more than good practice. In Washington, for example, a landlord can't collect a security deposit at all without a written checklist or statement describing the unit's condition, signed by both sides. Check your state's deposit law before your next move-in.
What the checklist covers
- Header: the property, landlord, tenant, inspection date, and whether this copy is the move-in or the move-out inspection.
- A rule for describing condition: one or two words plus the size and place of any damage, and a line making photos part of the record.
- Room by room: entry and halls, living and dining areas, the kitchen and each appliance, up to two bathrooms and three bedrooms, laundry and outdoor space.
- Furnishings: anything you supply, from a couch to window air conditioners.
- Safety: tick boxes confirming the smoke and carbon monoxide alarms were tested, plus where the extinguisher is.
- Keys and meters: what was handed over and the meter readings when the tenant pays utilities.
- Comments from both sides: the tenant's notes, and the landlord's notes on any repairs promised.
- What signing means: agreement on the condition, with wear and tear excluded and repair duties preserved.
Mistakes that weaken a deposit claim
- Writing "good" for everything. A checklist with no detail proves nothing; note every chip, stain and loose handle, however small.
- Doing the walk-through alone. If the tenant wasn't there and didn't sign, the checklist is just your account.
- Taking photos that aren't tied to the checklist. Attach them to the signed copy, so the date and the room are beyond dispute.
- Charging for normal wear and tear. Faded paint and carpet worn along a walkway are expected after a few years; damage is a hole, a burn or a pet stain.
- Losing the move-in copy. Two years later you'll need it, and the move-out inspection only means something next to it.
How to use it in SignMaster
- 1
Save the checklist
Choose Use this template. It opens in SignMaster with the tenant and landlord as signers; the tenant fills in the room notes.
- 2
Add a photo upload
In the template editor, add an Attachment field at the end so the tenant can attach photos of each room while they fill it in and sign.
- 3
Walk the unit together
Fill in the gray blanks (address, date, inspection type, keys), then hand the tenant your iPad with Sign in person and let them type notes room by room as you walk.
- 4
Or send it for their first week
If you can't meet, email it and give the tenant a sign-by date a few days after move-in. They note what they find on their own time and sign.
- 5
Repeat at move-out
Send a fresh copy marked move-out, with the move-in copy's date filled in. Comparing the two signed PDFs, each with its certificate of completion, is your deposit record.
For property managers with many move-ins
August and June are packed with move-ins for student and multifamily housing. Bulk send gives each new resident their own checklist from a single spreadsheet, with columns named after the gray blanks, such as Property address, Inspection date and Keys and remotes handed over. Residents fill in their notes during their first days and sign; the results file shows who's still outstanding.
Questions? Answers.
Is a move-in checklist required by law?
In some states it's a condition of collecting or keeping a deposit; Washington is one. In others it's optional but still the best evidence you'll have. Check your state's security deposit law.
Who should fill in the move-in checklist?
Ideally both of you, together. In this template the tenant writes the room notes, the landlord adds comments and promised repairs, and both sign. If you can't meet, let the tenant fill it in within a few days and sign.
What counts as normal wear and tear?
The gradual decline from everyday living: light scuffs, faded paint, carpet worn in traffic areas, loose grout. Damage is beyond that: holes, burns, broken fixtures, pet stains and deep scratches.
Can I attach photos to the checklist?
Yes. Add an Attachment field to the template so the tenant can attach photos as they sign. Section 1 makes photos taken on the inspection date part of the checklist. See collect files from signers.