Real estate investors purchase rental property with the goal of making money from the monthly rental income and appreciation in property value over the long term.
A move in checklist is a tool investors use to help generate more consistent rental income from satisfied tenants, keep the rental property in good condition, and to help minimize tenant disputes if the security deposit is used to pay for damage caused by the tenant.
Key takeaways
- A move in checklist is a written form used to document the condition of a rental property when a tenant moves in.
- Both landlords and tenants may benefit from completing a move in checklist.
- Landlords may wish to fill out a move in checklist in the presence of the tenant, instead of asking the tenant to complete the form alone.
- When completed correctly, a move in checklist may help to eliminate landlord-tenant disputes if the tenant security deposit is used to pay for damage beyond normal wear and tear.
What is a move in checklist?
A move in checklist is a written form used by both a landlord and a tenant to document the condition and contents of the rental property when the tenant moves in and takes possession of the home.
Depending on the real estate market and local customs, a move in checklist may also be known as:
- Move-in move-out checklist
- Inspection checklist
- Tenant walkthrough checklist
- Rental inspection checklist
- Rental walkthrough checklist
Sometimes a move in checklist is completed by the new tenant and returned to the landlord or property managers within a few days of moving in. Other times the landlord or manager may walk through the rental property with the tenant and fill out the checklist with the tenant.
Completing the list together gives the landlord the chance to review the terms and conditions of the lease with the tenant one more time, and to answer any questions the tenant might have about how to take care of the home.
Once the move in checklist is completed, both the landlord and tenant sign the checklist, with each keeping a copy for their records.
As a general business practice, a landlord may attach the signed move in checklist to the original lease agreement, file the originals and upload a copy to the cloud using the secure free document storage service from Stessa. That way, the documents are easy to find when the tenant moves out.
Benefits to using a move in checklist
Using a move in checklist for a rental property makes it easier for a landlord and a tenant to track the condition of the home and to distinguish between normal wear and tear and damage caused by the tenant.
Benefits to landlords
- Documents property condition when the tenant moves in.
- Identifies existing contents such as appliances and their condition.
- Describes pre-existing damage or issues so that the tenant is not held responsible.
- Used to determine damage caused by the tenant when the tenant eventually moves out.
- May help to eliminate refundable security deposit disputes if part or all of the deposit is withheld to pay for damage beyond normal wear and tear.
Benefits to tenants
- Provides proof of the property condition when the tenant moves in.
- Helps the tenant to identify open issues and items in need of repair.
- Gives the tenant the opportunity to understand how to better take care of the home, especially if the tenant has never rented before.
- Protects the tenant if a new owner or property manager is not aware of the home’s original condition.
- May serve as written evidence if there is a dispute such as the landlord wrongly withholding the refundable security deposit when the tenant moves out.
Are landlords required to use a move in checklist?
A landlord may be required to complete a move in checklist with a tenant, depending on the state the rental property is located in. According to the legal resource website Nolo.com, there are 14 states where a landlord must provide move-in statements on the condition of a rental unit:
- Arizona
- Michigan
- Georgia
- Montana
- Hawaii
- Nevada
- Kansas
- North Dakota
- Kentucky
- Virginia
- Maryland
- Washington
- Massachusetts
- Wisconsin
How to create a move in checklist
As a rule of thumb, the more information a move in checklist contains, the better the document helps to protect both the landlord and tenant. No two homes are exactly the same, so a move in checklist may be customized to fit the characteristics of the home.
For a free move in checklist template, download here.
The move in checklist should include the names of the tenants present when the move in checklist was completed, the property address and unit number (if a multifamily home), and move in date. Some landlords also include the time of day and the weather conditions when the checklist was completed.
After the move in checklist is completed, all parties present at the move-in should sign, and a copy retained by the tenant and the landlord for future reference and use.
Move in checklist sections
General items
- Ceiling fans, heating and air conditioning vents
- Smoke detectors, carbon monoxide detectors, other safety items
- Flooring, ceiling, walls, paint, trim, baseboards
- Doors, windows and coverings, fixtures and locks
- Electrical outlets and covers, light switches
- Plumbing fixtures in kitchen, bathroom, laundry room
- Countertops in kitchen and bathroom, backsplashes and tiling
- Appliances and furniture included with rental property
- Other items such as stairs and landing, handrails and railing, balconies, and loft areas
Living area
- Windows, window coverings, interior locks
- Doors and locks
- Smoke or carbon monoxide detector
- Ceiling fans
- Fireplace or radiator
- Lighting fixtures and switches
- Electrical outlets and covers
- Walls, baseboards, paint
- Flooring and carpeting
- Ceilings
- Built-in storage, closets
Dining area
- Windows, window coverings, interior locks
- Doors and locks
- Smoke or carbon monoxide detector
- Ceiling fans
- Fireplace or radiator
- Lighting fixtures and switches
- Electrical outlets and covers
- Walls, baseboards, paint
- Flooring and carpeting
- Ceilings
- Built-in storage, closets
Kitchen
- Refrigerator
- Dishwasher
- Microwave
- Stove and oven
- Exhaust fan
- Cabinets and countertops
- Sink and faucet, fixtures
- Garbage disposal
- Pantry
- Windows, window coverings, interior locks
- Doors and locks
- Smoke or carbon monoxide detector
- Ceiling fans
- Fireplace or radiator
- Lighting fixtures and switches
- Electrical outlets and covers
- Walls, baseboards, paint
- Flooring and carpeting
- Ceilings
- Built-in storage, closets
Bedrooms
- Windows, window coverings, interior locks
- Doors and locks
- Smoke or carbon monoxide detector
- Ceiling fans
- Lighting fixtures and switches
- Electrical outlets and covers
- Walls, baseboards, paint
- Flooring and carpeting
- Ceilings
- Built-in storage, closets
Bathrooms
- Towel racks
- Vanity
- Sink, faucet, and fixtures
- Shower and bathtub
- Toilet
- Plumbing
- Mirrors
- Tile and grout
- Windows, window coverings, interior locks
- Doors and locks
- Smoke or carbon monoxide detector
- Ceiling fans
- Fireplace or radiator
- Lighting fixtures and switches
- Electrical outlets and covers
- Walls, baseboards, paint
- Flooring and carpeting
- Ceilings
- Built-in storage, closets
Exterior
- Garage and driveway
- Front walk, front porch, rear deck
- Mailbox and doorbell
- Front and backyard landscaping, security lighting
- Swimming pool, spa
- Storage shed
- Fences, gates
- Outdoor electrical outlets and covering
- Lawn furniture included with rental property
Where to find a free move-in checklist
A local property manager or attorney who specializes in residential real estate are two good ways to obtain a copy of a move in checklist. Many real estate attorneys provide free state-specific forms on their websites for landlords and tenants to use.
Other online resources for finding and downloading a free move-in checklist include FreeForms, RentalLease, and Word Templates Online.
Tips for using a move in checklist
Here are some of the best practices for using a move in checklist that landlords may wish to consider:
- Thoroughly clean and inspect the rental property prior to the tenant moving in
- Take photos and videos to document the condition of the property when the tenant moves in
- Complete the move in checklist together with the tenant while explaining the difference between normal wear and tear and excessive damage
- Review the terms and conditions of the lease with the tenant to help minimize any misunderstanding of who pays for what, and when and if the tenant’s security deposit may be withheld
- Discuss with the tenant the proper procedures for notifying the landlord if something breaks or is damaged
- Landlords or their property managers should have an established network of responsive handymen and contractors who can make repairs quickly and cost-effectively
