What if the landlord refuses to do a walkthrough with me?

Do it yourself, with a witness if possible. Photograph every defect with timestamp metadata. Send the checklist + selected photos to the landlord by certified mail before move-in (or within 7 days of move-in, depending on state law). The certified-mail receipt establishes the date the landlord was notified of the documented condition. A landlord who refuses to acknowledge dated photographic evidence at move-out usually loses any deposit-deduction dispute.

How detailed should the notes be?

Detailed enough that someone reading the document a year later understands exactly what existed where. "Scratch on hardwood floor approximately 6 inches long, near front door, photographed (photo #14)" is appropriate. "Floor has minor wear" is not specific enough to defend at move-out. Use compass directions, room locations, and dimensions where helpful.

How many photos should I take?

Whatever it takes to document everything — typically 30-100 for a 1-2 bedroom unit. Photo each room from multiple angles, photo each defect close-up, photo all appliances inside and out, photo all bathroom fixtures, photo all walls (look for nail holes, scuffs), photo windows (screens, locks), photo flooring closely. Phone storage is cheap; a missing photo at dispute time is expensive.

Should I photograph utility meter readings?

Yes — this prevents disputes about pre-existing utility charges. Photo the meter dial AND the unit number/identifier on the meter housing. For sub-metered utilities (some apartments) the meter reading at move-in is the baseline for billing throughout the lease.

How long should I keep the checklist and photos?

At least the longer of (a) one year after lease end (covers the typical statute on deposit returns), (b) state statute of limitations on the lease (typically 4-6 years for written contracts), or (c) any pending dispute resolution. In practice, keep them indefinitely — phone storage backups are cheap, and undisputed documentation is worth more than peace of mind.

Move-In Inspection Checklist

Room-by-room condition documentation at move-in — protects tenant from end-of-lease damage charges.

Customise

Property address

Tenant name(s)

Landlord / property manager

Lease start date

Inspection date

Kitchen — condition notes

Living room — condition notes

Bedroom(s) — condition notes

Bathroom(s) — condition notes

Utility readings at move-in

Smoke / CO detector test

Smoke/CO detector issues (if any)

Number of photographs taken

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MOVE-IN INSPECTION CHECKLIST

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Property:                482 Elm Street, Apt 3B, Portland, OR 97214
Tenant:                  Jordan Alex Taylor
Landlord / PM:           Riverside Holdings LLC — Maya Chen, PM
Lease start:             May 4, 2026
Inspection date:         May 4, 2026

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ROOM-BY-ROOM CONDITION (✓ = good; note any defects)

KITCHEN
Cabinets: minor scuff above stove, photographed.
Countertop: small chip in front-left corner, photographed.
Refrigerator: working, ice maker functional.
Stove: all 4 burners + oven working.
Dishwasher: working, no visible damage.
Floor: vinyl plank, light scratch under fridge area, photographed.
Sink and disposal: working, no leaks.

LIVING ROOM
Walls: small nail holes by entry door, photographed.
Floor: hardwood, generally good; minor wear pattern by main door.
Ceiling fan: working, all 3 speeds.
Electrical outlets: 4 confirmed working.
Windows: 2 windows, both open/close/lock properly.
Blinds: working, no broken slats.

BEDROOM(S)
BEDROOM 1 (master):
- Walls: minor patch by closet, looks recent, photographed.
- Carpet: clean, no stains.
- Closet: working sliding door, light bulb working.
- Window: working, screen present and intact.
BEDROOM 2:
- Walls: small ding by light switch, photographed.
- Floor: hardwood, very good.
- Closet: working bifold door.

BATHROOM(S)
Toilet: working, no leaks, no cracks visible.
Sink: working, drain clear, vanity has minor stain photographed.
Shower / tub: tub has minor surface stain photographed; tile grout in good condition; showerhead and diverter working.
Mirror: intact.
Exhaust fan: working.
Floor: tile, good condition.
Towel bars and toilet-paper holder: secure.

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UTILITY READINGS AT MOVE-IN

Electricity meter: 048291 kWh (PGE).
Water meter: 002418 (city, where applicable).
Gas meter: 088321 (NW Natural).
Thermostat set to: 68°F heat / 76°F cool, programmable.

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SMOKE / CARBON-MONOXIDE DETECTORS

   ► All detectors tested and working

No issues.
(If applicable: list location and issue.)

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PHOTOGRAPHIC RECORD

Total photographs taken: 42

Photographs were taken with date metadata. Tenant retains a copy; a copy is provided to Landlord with this checklist for the tenant file.

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CERTIFICATIONS

By signing below, both parties certify that:

  (a) The condition of the unit on May 4, 2026 is as described above.

  (b) Defects noted are pre-existing and not the Tenant's responsibility at lease end.

  (c) The unit is in habitable condition, with all critical systems (heat, plumbing, electrical, locks, smoke/CO detection) working at this inspection.

  (d) Any defect not noted on this checklist is presumed to be in good condition at move-in.

Tenant:


_______________________________            Date: May 4, 2026
Jordan Alex Taylor


Landlord / PM:


_______________________________            Date: May 4, 2026
Riverside Holdings LLC — Maya Chen, PM

About this template

A move-in inspection checklist is the single most valuable document a tenant can have for protecting the security deposit. The default rule under most state landlord-tenant statutes is that conditions present at move-in cannot be charged to the tenant at move-out — but only if the tenant can prove those conditions existed at move-in. Without a signed checklist and dated photos, the burden of proof in a security-deposit dispute often falls on the tenant, who cannot prove a negative ("I didn't cause that"). The checklist works on the same logic as a rental-car inspection: walk every room, note every defect, photograph each one. Be specific — "scratch on hardwood floor in living room near front door, approximately 6 inches long" beats "floor has scratch." Date and time-stamp every photo. Get the landlord's signature; if the landlord refuses to sign, send the checklist with photos to the landlord by certified mail with return receipt before moving in, creating a contemporaneous record. Some state laws require the landlord to provide an inspection checklist (Massachusetts, Maryland, Wisconsin, others); even where not required, walking the unit alongside the landlord on day one and emerging with a co-signed document prevents 80% of move-out disputes. Photos and the checklist should be retained for at least the longer of (a) one year after lease end, or (b) the state statute of limitations on landlord-tenant disputes (typically 4-6 years for written contracts).

When to use it

Move-in day for any new lease.
Pre-occupancy walk-through with landlord present.
After major repairs mid-lease that should be re-baselined.
Pet move-in (with pet addendum).
Sublessor moving sublessee in.

What to include

Property address, tenant, landlord, and dates.
Room-by-room condition notes with specific descriptions.
Utility meter readings.
Smoke / CO detector test results.
Photograph count and retention plan.
Both parties' signatures.

Frequently asked

In some states yes (Massachusetts, Maryland, Wisconsin, Connecticut, Hawaii, Washington, others have specific requirements). In all states it is the single best protection for the tenant's security deposit. Where the landlord doesn't provide a form, create your own — a signed, photographed walkthrough is enforceable evidence in any dispute regardless of statutory mandate.

⚠ Legal disclaimer. Move-in inspection requirements vary by state. Some require landlord-provided checklists with specific timelines; others rely on general "habitability" doctrines. Photographs with date metadata are powerful evidence in any state. For complex tenancies (commercial, multi-unit, fully-furnished, short-term) additional documentation may be appropriate. Consult a tenant-rights organisation in your state for specific local requirements and protections.