The complete move-in and move-out inspection checklist for property managers
Deposit disputes are one of the most common sources of conflict between landlords and tenants. The solution? Thorough, documented inspections at both move-in and move-out. This guide provides the complete checklist used by professional property managers.
General rules for every inspection
Always: Conduct with the tenant present. Take timestamped photos of every room. Note meter readings (electricity, gas, water). Test all appliances and fixtures. Document in writing, not just photos. Have both parties sign the report. Complete the inspection the same day as key handover.
Kitchen checklist
Oven and stovetop - clean and functional? Refrigerator - clean, correct temperature, no damage? Dishwasher - runs a full cycle? Sink and faucets - no leaks, drains properly? Countertops - scratches, burns, stains? Cabinets - doors close properly, no damage? Exhaust fan - working? Floor - condition, stains, damage? Walls - marks, holes, grease stains? Light fixtures - all working?
Bathroom checklist
Toilet - flushes properly, no leaks, seat intact? Shower/bathtub - drains properly, tiles intact, sealant condition? Sink and faucet - no leaks, stopper works? Mirror - clean, no damage? Ventilation fan - working? Towel racks - secure? Floor - grout condition, no water damage? Walls - mold, peeling paint?
Living areas and bedrooms
Walls - marks, holes, paint condition (note: small nail holes are typically normal wear)? Floors - scratches, stains (under rugs too)? Windows - open and close properly, locks work, glass intact? Blinds/curtains - functional, no damage? Electrical outlets - all working? Light switches and fixtures - functional? Doors - open/close properly, locks work? Closets - shelves intact, doors slide properly?
Overall property
Smoke detectors - batteries working? Heating system - functional? Air conditioning - functional? Water heater - working, no leaks? Keys - all accounted for? Parking space - condition? Storage room - condition? Balcony/terrace - railing secure, floor condition?
Move-out comparison process
At move-out, go through the exact same checklist and compare against the move-in report side by side. Distinguish between: Normal wear (faded paint from sun exposure, minor scuffs on floors, worn carpet in high-traffic areas) and Damage (holes in walls, broken fixtures, burns, stains from negligence). Only damage beyond normal wear can be deducted from the deposit.
Digital tools save hours
Property management software with built-in inspection modules lets you: create digital checklists with photo attachments, compare move-in vs move-out side by side, generate professional reports automatically, and store everything in the cloud for easy access. Going digital reduces inspection time by 50% and virtually eliminates deposit disputes.
