How important are photos?

Critical. A photo of a pre-existing scratch on a hardwood floor at move-in is more persuasive than any written description. Take time-stamped photos of every room and any condition noted as anything other than "good." Email a copy to the tenant the same day so the timestamp is independently corroborated.

Can the tenant insist on being present at the move-out inspection?

In several states, yes — the law requires the landlord to offer a "pre-move-out" inspection and to do the final inspection within a reasonable time of move-out, with the tenant invited. Even where not required, it is best practice to invite the tenant; disputes are dramatically less common when both sides see the same conditions in person.

What is "ordinary wear and tear" vs. damage?

Ordinary wear and tear is the normal aging of a unit — minor scuffs, small nail holes from hung pictures, faded paint after years, worn carpet in traffic patterns. Damage is anything caused by negligence, abuse, or unauthorised changes — pet stains, large holes in walls, broken fixtures, paint colours other than what was approved. Landlords cannot deduct from deposits for ordinary wear and tear.

How long should I keep the inspection report?

At least the longer of (a) the deposit dispute window in your state, typically 1–4 years, or (b) the statute of limitations for any property-damage claim, often 3–4 years. Cloud storage of photos and the signed PDF is recommended; paper copies fade and get lost.

Property Inspection Checklist (Move-In / Move-Out)

Joint walkthrough checklist documenting the condition of a rental at move-in or move-out, signed by both parties.

Customise

Property address

Inspection type

Inspection date

Landlord / inspector name

Tenant name(s) present

Living room — items to check (one per line)

Kitchen — items to check (one per line)

Bedrooms — items to check (one per line)

Bathrooms — items to check (one per line)

Exterior / common — items to check (one per line)

Safety — items to check (one per line)

Overall notes / pre-existing damage

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PROPERTY INSPECTION CHECKLIST — MOVE-IN

Property:        482 Elm Street, Apt 3B, Portland, OR 97214
Inspection date: May 4, 2026
Landlord / Inspector: Riley Chen, Property Manager
Tenant(s) present:    Jordan Taylor

CONDITION KEY:  G = Good   F = Fair   P = Poor   N/A = Not Applicable
Mark each item below G / F / P / N/A in the box and add notes for any "F" or "P" finding on the lines under "OVERALL NOTES."

═══════════════════════════════════════════════════════════════════════
1. LIVING ROOM

   [ ] Walls and paint condition
   [ ] Flooring / carpet condition
   [ ] Windows, blinds, screens
   [ ] Light fixtures and switches
   [ ] Electrical outlets functional
   [ ] Heating / cooling vents clear
   [ ] Smoke detector tested

═══════════════════════════════════════════════════════════════════════
2. KITCHEN

   [ ] Refrigerator clean and operational
   [ ] Oven, range, hood operational
   [ ] Dishwasher operational
   [ ] Microwave operational (if provided)
   [ ] Sink, faucet, garbage disposal
   [ ] Cabinets and drawers — handles secure
   [ ] Countertops — no chips or burns
   [ ] Flooring condition

═══════════════════════════════════════════════════════════════════════
3. BEDROOMS

   [ ] Walls and paint condition
   [ ] Flooring / carpet condition
   [ ] Closets — doors, rods, shelving
   [ ] Windows, blinds, screens
   [ ] Light fixtures and switches
   [ ] Electrical outlets functional
   [ ] Smoke detector tested in each bedroom

═══════════════════════════════════════════════════════════════════════
4. BATHROOMS

   [ ] Toilet — flushes, no leaks
   [ ] Sink and faucet — no leaks
   [ ] Shower / tub — drains properly
   [ ] Tile / grout / caulking condition
   [ ] Mirror and vanity
   [ ] Exhaust fan operational
   [ ] Flooring condition (no soft spots)

═══════════════════════════════════════════════════════════════════════
5. EXTERIOR / COMMON AREAS

   [ ] Front door — lock, weatherstripping
   [ ] Mailbox — key works
   [ ] Balcony / patio condition
   [ ] Parking space identified
   [ ] Assigned storage space identified
   [ ] Exterior lighting

═══════════════════════════════════════════════════════════════════════
6. SAFETY DEVICES

   [ ] Smoke detectors — all operational, batteries fresh
   [ ] Carbon monoxide detectors — operational
   [ ] Fire extinguisher present and current
   [ ] Window locks and screens secure
   [ ] Door locks (deadbolt + handle) functional
   [ ] GFCI outlets in kitchen and baths reset

═══════════════════════════════════════════════════════════════════════

OVERALL NOTES & PRE-EXISTING DAMAGE
(Photograph anything noted here and attach photos to this checklist.)

Small dent on master-bedroom wall near baseboard (pre-existing). Minor scuff on living-room hardwood near patio door. All other surfaces in clean, undamaged condition.

═══════════════════════════════════════════════════════════════════════

ACKNOWLEDGEMENT

By signing below, both parties confirm that they jointly inspected the Premises on the date stated above and that the condition is accurately described in this checklist. This document will be retained by both parties and used as the reference point for any later dispute about damage or wear.


_______________________________            Date: _______________
Riley Chen, Property Manager (Landlord / Inspector)


_______________________________            Date: _______________
Jordan Taylor (Tenant)

About this template

A move-in / move-out inspection checklist is the single most effective tool for avoiding security-deposit disputes. Most disputes are about whether damage was pre-existing or caused by the tenant — and without a signed inspection record, the dispute becomes the tenant's word against the landlord's, with the landlord usually losing in court because the burden is on the landlord to prove damage. The right way to do this: walk the unit together, mark every item, photograph anything that is anything other than "good," and have both parties sign and keep a copy. Many states (e.g. California, Massachusetts) require landlords to provide a written move-in condition statement and to give tenants the right to be present at the move-out inspection — failure to do so can forfeit the deposit. The checklist also provides a structured punch list for the landlord between tenancies, ensuring the next tenant arrives to a unit in a known condition.

When to use it

Move-in: every new tenancy, before any belongings are brought in.
Move-out: at the end of every tenancy, ideally with the tenant present.
Periodic: mid-tenancy inspections for long-term leases (with proper notice).
After repairs or upgrades, to document the new baseline condition.

What to include

Date of inspection and names of those present.
Room-by-room itemised condition (walls, floors, fixtures, appliances).
Safety devices: smoke detectors, CO detectors, fire extinguishers.
Exterior and common areas (parking, storage, mailbox).
Photos of any pre-existing damage.
Signatures from both landlord and tenant.

Frequently asked

In several states (California, Massachusetts, Maryland, etc.), yes — the landlord must provide a written condition statement and give the tenant a chance to inspect and add items. In other states it is optional but strongly recommended; without one, you bear the burden of proving any damage was caused by the tenant rather than pre-existing.

⚠ Legal disclaimer. This template is provided for informational purposes only and is not a substitute for legal advice from a qualified attorney. Always consult a licensed professional before using this document for any binding agreement.