Complete a signed, room-by-room condition report before bringing in your belongings. Photograph and video the entire apartment and each defect, describe problems with precise locations and measurements, record missing items and safety concerns, and send dated repair requests. Keep the signed report, original media, lease, and every message together. The deadline, form, and effect on a security or pet deposit depend on local law.
Why a move-in record matters
A move-in record establishes the apartment’s baseline condition. At move-out, that baseline can distinguish damage you caused from wear, defects, or missing items that existed before your tenancy. A vague entry such as “good condition” gives neither side much useful evidence; a signed report with specific descriptions and matching photographs is far easier to compare later.
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The Province of British Columbia’s Residential Tenancy Branch describes the inspection as a walkthrough in which landlord and tenant document damage or concerns. It says move-in inspections are important for determining who should pay for damage to the unit. NSW Fair Trading likewise states that the more detail, including time-stamped photographs, in a condition report, the less likely disputes are at the end of the tenancy.
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One free scan finds every outdated or missing driver and matches the right update for your exact hardware.Free scan · exact hardware matchDocumentation does not replace local tenancy law. Authorities may prescribe a form, inspection deadline, copy-delivery deadline, photograph requirement, or consequence for a missed inspection. Treat the examples below as jurisdiction-specific and check the tenancy authority and lease that apply to your apartment.
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What to prepare before the walkthrough
Get the required form and documents
Ask the landlord or property manager for the official move-in condition form. If your jurisdiction supplies a government form, use it rather than replacing it with an informal checklist. Print extra pages or prepare an attachment for rooms, parking spaces, storage areas, or fixtures the form omits. Bring a complete copy of the lease, including inventory schedules, addenda, pet terms, parking agreements, and utility responsibilities.
Review the lease before the inspection so you know which appliances, furnishings, remotes, keys, and access cards are supposed to be present. Note any promised cleaning, repair, painting, replacement, or installation work that has not been completed.
Bring inspection equipment
- A fully charged phone or camera with enough storage.
- A charger or power bank.
- A pen and a way to make legible measurements, such as a small tape measure.
- A flashlight for cabinets, closets, vents, and utility spaces.
- The lease, inventory list, and local inspection form.
- A method for preserving original files and recording the sequence of photographs.
Ask whether the unit will be empty and cleaned when you inspect it. An empty apartment makes floors, walls, closets, appliance interiors, and concealed damage easier to see. If furniture or boxes are already present, record what they obscure and inspect those areas again after they are moved.
Arrange a joint inspection when possible
A joint walkthrough lets both parties observe the same condition and sign the same record. If the landlord cannot attend, complete your own detailed record, photograph the date and unit identifier, and send the report promptly in the manner required by local rules. Do not treat the absence of the landlord as permission to ignore defects.
Step-by-step move-in documentation workflow
- Identify the unit and date. Photograph the building or apartment number, then record the address, unit number, inspection date, tenancy start date, and the names of landlord and tenant on the form. Include the names of anyone signing for either party.
- Start a continuous sequence. Begin a video at the entrance or take numbered wide photographs that show the route through the apartment. Preserve the original files and their date metadata. A continuous sequence helps establish context; individual photographs make defects easier to locate.
- Scan each area systematically. Work ceiling to floor and wall to wall. Check paint, ceilings, walls, floors, carpet seams, windows, screens, locks, blinds or curtains, doors, frames, outlets, switches, lights, vents, radiators, and built-in storage.
- Pair context and close-up images. Take one wide image showing where an issue is and one close-up showing its size and detail. Use a ruler or another known-size object when it helps establish dimensions, without covering the defect.
- Test included equipment. Operate appliances, lights, outlets, taps, drains, exhaust fans, heating controls, intercoms, garage doors, and other landlord-provided equipment where safe. Record the result rather than assuming that an item works because it is present.
- Inspect kitchens and laundry areas. Open cabinets and drawers; check counters, backsplash, sinks, taps, drains, seals, burners, oven, hood, refrigerator, dishwasher, washer, and dryer. Look for leaks, stains, grease, rust, cracked shelves, damaged gaskets, and unusual odors.
- Inspect bathrooms. Check the toilet, sink, shower, tub, grout, caulk, exhaust fan, mirror, cabinets, water pressure, hot water, and signs of moisture or mold. Photograph discolored areas and damaged sealant.
- Record safety and access items. Document smoke and carbon-monoxide alarms, visible electrical hazards, windows and locks, entry doors, intercoms, fire exits, parking, storage, balcony or patio areas, and every key, remote, fob, and access card. Do not disable safety equipment to test it; follow the landlord’s or local authority’s procedure.
- Write precise entries. Identify the room, feature, location, condition, and approximate size. “12-cm scratch on the lower-left bedroom door” is useful; “door damaged” is not.
- Resolve disagreements on the record. If the landlord disputes an entry, keep the tenant’s description on the form, identify the disputed feature, attach the photographs, and note that the parties disagree. Do not erase an issue merely because the landlord says it will be repaired.
- Sign and date copies. Have both parties sign and date the completed report. Obtain a copy immediately, whether on paper or electronically. If a signature is refused, note the refusal and send your signed version with photographs by a dated written message.
- Send repair requests. Email or otherwise deliver a dated list of outstanding repairs. State the item, location, safety relevance if any, requested action, and agreed or requested completion date. Keep the message and any response with the inspection record.
- Recheck after move-in. Once furniture is moved, inspect concealed walls, floors, closets, appliance sides, and storage spaces. Report newly discovered defects promptly and keep a dated copy of every message, invoice, and repair-completion confirmation.
Room-by-room checklist
Use the landlord’s required form first, then add the following categories if they are missing. Mark each item as clean, functional, damaged, stained, missing, not tested, or not applicable, and add a location-specific note.
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| Area | Check and record | Useful evidence |
|---|---|---|
| Entry and hallways | Door, frame, locks, peephole, intercom, flooring, walls, ceiling, lights, switches, outlets, trim, smoke and carbon-monoxide alarms | Wide view from the entrance; close-ups of chips, dents, stains, loose hardware, or damaged wiring |
| Living and bedrooms | Paint, holes, cracks, floors, carpet seams, windows, screens, locks, blinds or curtains, radiators, vents, lights, outlets, built-in storage | One image showing each wall and floor area, plus close-ups with dimensions for marks |
| Kitchen | Counters, backsplash, cabinets, drawers, sink, taps, drains, refrigerator, freezer, dishwasher, oven, burners, hood, shelves, seals, lights and outlets | Open appliance interiors; photograph leaks, rust, cracked shelves, stains and damaged seals |
| Laundry | Washer, dryer, hoses, drains, lint area, controls, shelves, floor and surrounding walls | Control-panel and drum images; note whether a safe test cycle was completed |
| Bathroom | Toilet, sink, taps, shower, tub, grout, caulk, exhaust fan, mirror, cabinets, water pressure, hot water and moisture signs | Close-ups of mold-like staining, cracked tile, failed sealant, leaks and damaged fixtures |
| Balcony, patio and yard | Flooring, rails, walls, drains, gates, lighting, furniture, plants and visible damage | Wide perimeter views and close-ups of cracks, corrosion, blocked drains or unsafe rails |
| Garage, storage and parking | Assigned space, doors, locks, shelves, lighting, remotes, access cards and stored landlord property | Photograph the space identifier, access devices and any pre-existing damage or missing equipment |
| Keys and controls | Apartment keys, mailbox keys, building fobs, parking remotes, window keys and appliance or heating controls | Written count and a photograph of the labeled set; do not publish access codes |
How to describe defects so they can be proved later
Use location, size and condition
Describe the exact feature and position: “two black scuff marks, approximately 8 cm and 3 cm, on the wall 20 cm above the living-room baseboard beside the balcony door.” Include color, shape, quantity, dimensions, and whether the issue affects operation. For a leak, identify the fixture, visible moisture, staining, odor, and whether water appeared during a safe test.
Record minor damage and missing items
Small nail holes, paint touch-ups, carpet pulls, scratched laminate, chipped tile, loose handles, missing shelf pins, stained grout, and worn blinds can matter when the unit is compared at move-out. Record missing remotes, keys, shelves, appliance racks, smoke alarms, or window screens even if the apartment otherwise appears clean.
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Separate observation from assumption
Write what you can see or safely test. “Brown discoloration beneath sink; cabinet base damp to touch” is stronger than “old plumbing leak.” If you cannot determine the cause, say so and request an inspection. Mark an item “not tested” when access, power, water, or safety conditions prevent testing.
Photographs and video that hold up as evidence
Use both wide and close views
Wide photographs establish the room and feature location. Close-ups show texture, cracks, stains, scratches, corrosion, missing parts, and safety concerns. Photograph appliance interiors, cabinet interiors, closets, utility spaces, and areas that will later be hidden by furniture.
Preserve originals and dates
Keep original, unedited files rather than relying only on screenshots or compressed messaging-app copies. Back them up in at least two locations, such as a local folder and a separate cloud or removable drive. Retain the file date information and use a consistent naming scheme such as 2026-10-18_unit-204_kitchen_sink-leak_close.jpg. A simple index matching file names to report entries makes retrieval easier.
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Make video useful
A continuous walkthrough can show the sequence and overall context, but it may be difficult to search. Speak the room and feature name as you record, pause on defects, and take still photographs for important details. Do not edit out pauses or defects from the only original copy.
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Safety issues require prompt written notice
Document loose or damaged outlets, loose wiring, sparking power points, exposed conductors, missing or damaged alarms, blocked exits, broken locks, unsafe rails, active leaks, and strong gas or burning odors. Photograph the condition from a safe distance and notify the landlord promptly in writing. Do not remove covers, open electrical equipment, climb unsafe structures, or disable alarms to obtain a better image. If there is an immediate danger, leave the area and contact the appropriate emergency or local safety service.
Record smoke-alarm installation and check dates, and note safety-switch status when the local form asks for it. The inspection record is not a substitute for a licensed electrical, gas, structural, or fire-safety assessment.
Signatures, copies and repair requests
Complete the report before signing
Read every entry, including “clean,” “good,” or “no damage” statements, before signing. Add an attachment if the form lacks room. Both parties should sign and date the report and keep a copy immediately; New Zealand Tenancy Services gives this as standard guidance, while Seattle requires a specific, detailed checklist signed and dated when a security or damage deposit is taken.
When the landlord disagrees
Do not cross out the tenant’s observation without an explanation. Add a note such as “Tenant reports 12-cm scratch; landlord disputes that it is pre-existing,” attach the image, and send the signed report by a dated method. If the landlord promises a repair, record the promised work and target date in writing. Photograph the completed repair and retain the message confirming it.
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When you discover a defect later
Notify the landlord as soon as you find it. Identify when and where you discovered it, explain whether furniture or stored items previously blocked the view, attach photographs, and request instructions or repair. Prompt notice helps distinguish a concealed pre-existing condition from damage that occurred during occupancy.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Local rules can change the required process
Deadlines and remedies are not universal. British Columbia’s Residential Tenancy Branch says the landlord must provide the tenant a copy of the inspection report within seven days and may lose the right to claim a deposit for failing required inspection or copy duties. That seven-day period is a British Columbia rule, not a general deadline for every location.
California’s Department of Real Estate guide identifies a photograph requirement for tenancies beginning on or after July 1, 2025, as described in that guide. Other jurisdictions may require a prescribed form, a joint inspection, a tenant response period, or specific wording about deposits. Check the current tenancy authority for your location and the lease before relying on any deadline or remedy.
| Question | What to do |
|---|---|
| Is there an official form? | Use it and attach extra pages rather than substituting a casual checklist. |
| Who must attend? | Prefer a joint walkthrough; if unavailable, make a solo record and send it promptly under local rules. |
| How are photographs handled? | Follow any local requirement, take time-stamped images, and keep originals with the signed report. |
| When is a copy due? | Use the local deadline. British Columbia’s cited example is seven days. |
| What happens if inspection duties are missed? | Possible deposit or claim consequences vary by jurisdiction; obtain advice from the local tenancy authority. |
Choosing a record format
| Option | Strength | Limitation | Practical approach |
|---|---|---|---|
| Landlord form | May satisfy a prescribed local process and align with the landlord’s inventory | Can omit details or extra spaces | Use the form, then attach a numbered continuation sheet |
| Tenant-created checklist | Flexible and detailed | May not satisfy a required official format | Use only when permitted, or as an attachment to the official form |
| Photos | Easy to match to individual defects | Can lack room context | Pair each close-up with a wide context image |
| Video | Shows sequence and overall condition | Harder to search and inspect frame by frame | Record a continuous walkthrough and supplement it with stills |
| Paper | Supports signatures during the inspection | Harder to duplicate and search | Scan it immediately and retain the signed original |
| Electronic record | Easy to duplicate, search and share | May lose metadata through compression or editing | Keep original files and a dated PDF or scan of the signed report |
| Joint inspection | Creates shared observations at one time | Requires coordinating schedules | Arrange it before move-in; document any absence |
| Solo inspection | Still creates useful evidence when the landlord is unavailable | Landlord may dispute observations | Send the record promptly and preserve proof of delivery |
Common problems and the practical response
The apartment is not empty
Photograph the obstruction and note exactly what you could not inspect. Ask for access after the item is moved, then recheck before unpacking fully. Do not state that an obscured wall or floor is undamaged.
The landlord says “everything is normal”
Keep objective details on the form, including dimensions and photographs. Request that the landlord’s disagreement be written beside the tenant’s entry rather than deleting it. Send a dated copy after the inspection.
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There is no time for a full walkthrough
Prioritize safety, water, electricity, locks, windows, appliances, floors, walls, and items listed in the lease, but continue documenting less urgent defects as soon as possible. A rushed inspection is not a reason to sign a generic “good condition” statement.
The phone loses date information or storage
Back up files during the inspection if possible, avoid editing originals, and make a written index immediately. If a platform strips metadata, retain the original device files and note the date and time in the report.
A repair is promised verbally
Send a short written confirmation naming the defect, promised work, and expected date. If the landlord does not correct the record, keep your message and photographs as evidence of what was reported and when.
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Personal archive checklist
- Signed and dated condition report, including all attachments.
- Landlord and tenant names, address, unit number, and inspection date.
- Original wide photographs, close-ups, and continuous video.
- Written inventory of keys, remotes, fobs, appliances, furniture and missing items.
- Dated repair requests, replies, appointment notices and completion confirmations.
- Lease, addenda, local form instructions and deposit terms.
- A duplicate copy stored separately from the phone or paper folder used during the inspection.
Keep the archive until the tenancy ends and any deposit or damage dispute is resolved. A clear baseline, preserved originals and prompt written notice give both parties a reliable account of what was present before occupancy.
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