The Complete Move-In / Move-Out Inspection Checklist for Property Managers (2026)
Why a documented inspection matters more than a “walkthrough”
Disputes over security deposits are the single most common reason landlords end up in small-claims court. In nearly every case the deciding factor is documentation: can you prove the condition of the unit on the day the tenant took possession, and on the day they left? A scribbled checklist won't survive cross-examination — a date-stamped, photo-backed, third-party-signed report usually will.
This guide gives you the same room-by-room rubric ProActive's certified field assessors use on every move-in and move-out visit. Use it yourself, or have an independent assessor produce the report so it carries third-party weight.
Before the visit (what to prepare)
- Lease + previous report. If this is a move-out, pull the original move-in report so you can compare condition by line item.
- Camera with date stamping (most modern phones embed timestamp + GPS in EXIF — keep originals, never edit-in-place).
- Tape measure + flashlight for closets, attic hatches, and under-sink cabinets.
- Moisture meter for bathrooms, around dishwashers, and water heater closets if you have one.
- Tenant present (if possible). Have them sign the report at the end of the visit. Their signature on a clean report is your strongest defense later.
The room-by-room checklist
Exterior & approach
- Driveway / walkway condition — cracks, trip hazards, mildew, paint
- Front door — paint, weather stripping, deadbolt, peephole, threshold
- House numbers visible from street (often required by city ordinance)
- Mailbox, light fixtures, doorbell function
- Visible roof line, gutters, downspouts, fascia, soffit
- Foundation visible cracks, settling, weep holes clear
- Fence condition + gate latches
- Yard: dead spots, overgrowth, sprinkler heads visible
Living room / common areas
- Walls — scuffs, holes, prior patches, paint coverage
- Ceilings — water stains, popcorn loss, light fixture function
- Floors — scratches, gouges, stains, transitions, baseboard
- Windows — open/close, locks, screens, blinds, weather stripping
- Outlets & switches — covers present, GFCI test, no exposed wiring
- Smoke + CO detectors — present, sound test, battery date if applicable
- HVAC vents — registers in place, clean, no whistling
Kitchen
- Cabinets — doors, hinges, drawer slides, interior staining
- Countertops — chips, burns, sealant condition
- Sink + faucet — leaks under sink, sprayer, garbage disposal
- Range — burners light, oven heats, hood vent + filter
- Refrigerator — cooling, door seals, water/ice dispenser
- Dishwasher — runs cycle, drains, no leaks at base
- Pantry — shelves, light, ventilation
Bathrooms (each)
- Toilet — flush, fill, base seal, no rocking
- Sink + vanity — drain speed, p-trap, faucet aerator
- Tub / shower — caulk, grout, door track, drain, fixture
- Exhaust fan — runs, vents to outside (not into attic)
- Mirror, towel bars, TP holder secure
- Floor — moisture damage, soft spots near tub or toilet
- Visible plumbing lines if accessible — corrosion, mineral buildup
Bedrooms (each)
- Closet — rod, shelves, light, door track
- Walls + ceiling damage
- Window egress — required minimum opening for code in most jurisdictions
- Floor + baseboard, carpet wear at door threshold
Mechanical / utility
- HVAC unit — model, age (data-plate photo), filter date, thermostat function
- Water heater — age, T&P valve, drip pan, expansion tank if required
- Electrical panel — labeled breakers, no double-taps, no scorching
- Laundry hookups — washer hoses (rubber vs. braided), dryer vent path
- Attic — insulation depth, daylight visible, pest droppings, plumbing top-outs
The condition-score format
For each line item record a single letter — this is the rubric ProActive uses across every report so reports stay comparable across visits, units, and assessors:
| Score | Meaning | Action implied |
|---|---|---|
| A | New or like-new | None |
| B | Fair wear and tear | None — landlord absorbs |
| C | Damage beyond ordinary wear | Tenant-charge candidate; photo + cost estimate required |
| D | Functional defect | Repair before next occupancy |
| F | Safety hazard | Repair immediately; document reason for delay |
Common mistakes that get reports thrown out in court
- No photos for items marked C/D/F. A line on a checklist is not evidence — a photo with metadata is.
- Vague language. “Scratched” means nothing. “3-inch scratch on hardwood, 14 inches from north wall, inside east bedroom door” means everything.
- Mixing wear with damage. Sun-faded paint after 5 years is wear. A child's permanent-marker mural is damage. Charging for the first one is what loses cases.
- No tenant signature. Always offer them the report and a chance to add comments. Their refusal to sign is itself documentation.