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An apartment move-in inspection checklist records the unit’s condition at the start of your tenancy, so you and the landlord have a baseline to compare with its condition later. Inspect before unpacking if possible, describe every issue precisely, take photos or video, and make sure both parties receive a dated copy. The checklist can help clarify responsibility for existing damage, but it does not guarantee a security-deposit refund; local law and the quality of the evidence matter.
What should you do before the inspection?
Start with the landlord’s or property manager’s entry condition report, if one is provided. Ask when it must be completed and returned, and whether local law requires a particular form or procedure. If no form is provided, check your local tenancy authority for a government checklist. A general checklist is useful for organizing your walkthrough, but it may not replace a required local form.
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Outbyte Driver Updater FREEFix the driver behind crashes, sound loss and screen glitchesFind Drivers →Outbyte PC Repair FREEClear out junk files and repair common Windows errorsFree Scan →Arrange to inspect when the apartment is empty, ideally before moving furniture or boxes in. The British Columbia Residential Tenancy Branch says the walkthrough should happen on the day the tenant gets the keys. If that timing is not possible, document the condition as soon as you can and ask the landlord how to submit the report. Include spaces and facilities assigned to you under the lease, such as a balcony, storage locker or parking space; include shared facilities where the tenancy agreement or local process calls for them.
Bring the report, a phone or camera, a pen, and a way to keep your notes and images together. If the landlord or agent is present, walk through the unit together and invite them to record disagreements or add comments. Do not sign a blank or incomplete report, and do not describe an item as working or safe unless you have actually checked what can reasonably be checked.
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What should be on an apartment move-in inspection checklist?
Check each room in the same order, from general surfaces to fixtures and equipment. For every item, record whether it is clean, dirty, working, not working, missing or damaged. Note existing marks and defects even if they seem minor: a specific baseline is more useful than a broad statement such as “good condition.”
Entry and hall
- Front door, frame, hinges, handle, locks, deadbolt, peephole and intercom.
- Flooring, walls, ceiling, trim, lights and outlets.
- Smoke and carbon-monoxide alarms: note whether present and whether the test function responds, if safely accessible.
Living room and bedrooms
- Floors and floor coverings, including stains, tears, chips or loose sections.
- Walls, ceilings and trim: note holes, cracks, scuffs, stains, peeling paint or odours.
- Doors, handles, locks, closets, shelves and supplied furniture.
- Windows, screens, coverings and visible damage; note whether windows open and close normally.
- Lights, outlets, radiators, vents or other visible heating and cooling fixtures.
Kitchen
- Cabinet doors, shelves, drawers, counters and backsplash; record damage and cleanliness.
- Sink, taps, drain and disposal, if present. Run water and check for visible leaks or slow drainage.
- Refrigerator and freezer, stove and oven, range hood and filter, dishwasher and microwave, if supplied. Note whether each is present, clean and operating when you check it.
- Lights and outlets, including outlets near the counter. Record any missing or damaged covers or visible defects.
- Fire extinguisher, if supplied: note its location and visible condition. Do not treat a visual check as proof that it is serviceable.
Bathroom
- Toilet: flush it and look for visible damage or water around the base.
- Sink, taps, drain, tub and shower: check water flow, drainage and visible leaks.
- Tiles, caulk, grout, mirror, cabinets, lights and exhaust fan.
- Look for mould, water stains, peeling surfaces or persistent dampness. Note where you see them rather than simply writing “mould.”
- Record how the hot water responds when you run a tap, without assuming that one brief check establishes the water system’s overall condition.
Laundry, utility and building areas
- Washer and dryer, if included: record their condition and whether they operate when checked. Note visible damage and the condition of hookups.
- Visible water shutoffs, breaker-panel access, thermostat, heating and cooling controls, water heater and nearby surfaces. Record visible leaks or damage, but do not open hazardous equipment.
- Balcony, patio, yard or other assigned exterior area: check the walking surface, visible walls, doors and railings.
- Storage, parking, mailbox, building entry, elevator, shared laundry or amenities included in the agreement. Record the space or feature and any visible issue.
British Columbia’s inspection guidance also calls attention to security and stability, mould and water damage, cabinets, plumbing, appliances, ventilation, alarms, exterior spaces, and shared services or facilities. Use your lease and the local form to decide which assigned or shared areas belong in your report.
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Describe each issue by location, size or quantity, and severity. “Two 5-cm black scuffs on the north bedroom wall beside the closet” gives a later reader more to work with than “wall damaged.” For an appliance, identify the appliance and the observed problem: for example, “dishwasher present; display does not turn on when controls are pressed.” Stick to what you observed, not a guess about the cause.
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- Identify the place: name the room and surface, and specify a side or nearby feature when useful.
- Describe the condition: note the type of mark or defect, approximate size and number of affected areas.
- Record function and cleanliness separately: an appliance can be dirty but working, or clean but not working.
- Note missing items: list items expected under the agreement that are absent, rather than leaving the field blank.
- Record agreed repairs: describe the work the parties discussed and any agreed due date. Keep related messages or emails.
Colorado’s official rental condition checklist has arrival and departure columns and tells users to be “specific and detailed.” Use any checklist’s notes area or attach a dated, labeled addendum if the printed space is not enough. Refer to the item or room on the original form so the attachment is easy to match to it.
How should you take and keep photos or video?
Use images to support written notes, not replace them. Take a wide photo that establishes the room or location, then close-ups that show the particular defect. Where relevant, photograph appliance displays, meter readings and keys. Make sure the image captures enough context to connect it to the report; a close-up with no indication of which room it shows may be hard to interpret later.
The New Jersey Department of Children and Families and U.S. HUD checklist recommends accompanying the checklist with photos or video before occupancy and again at move-out. Keep the original image files where possible, and label or organize copies by room and date. Store the signed report, images, repair correspondence and receipts together in at least two safe locations, such as a backed-up digital folder and a separate copy. This makes it easier to find the record if a phone, account or paper copy is lost.
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How do you finish and submit the report?
- Review every room and attachment. Check that each listed item has a condition entry or a clear note that it was not present or could not be checked.
- Invite comments. Give the landlord or agent an opportunity to add their observations and note any points of disagreement. Do not erase your own factual observations to make the accounts match.
- Sign and date as required. Follow the form and local rules. A signature records participation; read the form and any statements above the signature before signing.
- Submit by the applicable deadline. Use the delivery method required by your landlord’s form or local authority, and retain proof of when and how you sent it.
- Keep a complete copy. Save the signed report, attachments, original photos or video, submission confirmation and later repair communications.
Do not assume the landlord will send you a copy automatically or that a deadline is the same everywhere. In British Columbia, the landlord must provide the inspection report copy within seven days. In Queensland, Tenants Queensland says tenants should add comments, sign and return the entry report within seven days, then keep a copy. These are jurisdiction-specific examples, not a universal rule.
When is a move-in inspection due?
The timing and legal consequences depend on where the apartment is. Colorado’s official rental condition checklist says tenants complete it within three days; Queensland’s guidance gives seven days to inspect, comment, sign and return its entry report. British Columbia sets a seven-day requirement for the landlord to provide a copy of the inspection report. These examples describe different rules and different duties, so do not apply one jurisdiction’s deadline to another.
Check the tenancy authority for your location, the lease and the form you were given. Minnesota’s Attorney General says tenants have a right to request a move-in inspection to identify existing repair problems and distinguish them from damage caused by a tenant. If a deadline has passed or the landlord has not arranged an inspection, contact the relevant local authority or a tenant-advice service promptly to ask what options apply. Keep a dated record of your request and any response.
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What can a checklist prove—and what can’t it?
A detailed, dated report with supporting images can help establish what was present at the beginning of occupancy. It can also identify repair issues early and give both parties a shared list of items to address. At move-out, the initial report can be compared with the later condition record; the New Jersey/HUD checklist recommends photos or video at both points.
A checklist does not guarantee that a deposit will be returned, determine every dispute, or establish that a system is safe or fully functional beyond what was actually observed. Its usefulness depends on how complete and specific it is, whether the parties retained copies, and the rules in the relevant jurisdiction. Treat it as one piece of evidence, alongside communications, repair records and later inspection documentation.
Frequently Asked Questions
What if my landlord will not sign the move-in inspection report?
Keep your own dated copy and submit it using the applicable local procedure, retaining proof of delivery. Ask the local tenancy authority how to record the disagreement or proceed when the landlord does not participate; the effect of a missing signature depends on local rules.
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Should I list small scratches and stains on the report?
Yes. Record visible conditions precisely, even when they appear minor, so the initial record is not limited to major defects. A specific note and a contextual photo are more useful than a general description.
Can I use my own checklist instead of the landlord’s form?
First check whether your jurisdiction requires a particular form or process. If you use an extra checklist or addendum, connect each note to the landlord’s form and submit both together; an additional document may not replace a required official report.
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What should I do if I find a leak or mould after moving in?
Notify the landlord or property manager promptly through the method required by your lease or local rules, and keep a dated copy of the notice. Photograph the condition and any visible change, but avoid disturbing hazardous materials or opening equipment.
