A rental inspection records the condition of the same rooms and items at move-in and move-out. A consistent checklist, dated notes and clear photographs make the comparison more useful than memory alone.
In this guide
The checklist is an organizational tool. It does not determine whether a deduction is lawful or replace local inspection, notice or deposit requirements.
What to document in every room
- Walls, ceilings, floors and trim.
- Doors, locks, windows, screens and blinds.
- Fixtures, cabinets, counters and installed equipment.
- Existing stains, chips, scratches, water marks or damage.
- Cleanliness and items requiring follow-up.
Describe the location and condition specifically. “Bedroom wall scuff below west window” is more useful than “wall bad.” Identify pre-existing issues rather than recording every surface as either perfect or damaged.
Use the same route for both inspections
Start outside, move through the entry, living areas, kitchen, bedrooms, bathrooms and utility spaces, then record keys and other items returned. The exact route matters less than repeating it. Use the same room names and photo labels each time.
| Area | Examples to record |
|---|---|
| Kitchen | Appliance condition, counters, cabinet doors, sink and visible leaks |
| Bathroom | Fixtures, surfaces, ventilation, caulking and visible moisture concerns |
| Bedrooms and living spaces | Flooring, walls, windows, doors and fixtures |
| Exterior | Entry, visible damage, trash, yard and included outdoor areas |
| Handover | Keys, remotes, access devices and unresolved items |
Take photographs that establish context
Take an overview of each room, then close-ups of specific conditions. Include enough surrounding detail to identify where a close-up was taken. Keep the original files with the inspection record and a consistent date and property identifier.
Photos support written notes; they do not capture every issue. Avoid including tenants' private documents or unnecessary personal belongings when documenting a condition.
At move-in: establish the baseline
Complete the record before or during the agreed handover process. Record known defects and the plan for any unfinished work. Follow applicable rules and your lease for tenant participation, signatures and copies. An unchecked box is ambiguous, so use a clear “not applicable” or explanation where appropriate.
At move-out: compare before deciding
Compare the new observations with the original checklist and photographs. Separate condition changes from planned upgrades and routine turnover work. Obtain the information needed to evaluate age, wear, actual repair cost and applicable requirements before deciding how to handle a deposit.
Use the security deposit tracking guide to keep the financial record organized, and verify the rules for the property's location.
Turn the findings into a turnover plan
- List work needed before the next occupancy.
- Separate urgent safety or habitability concerns from cosmetic work.
- Assign each task, scope and target date.
- Record estimates and approved costs.
- Confirm completion and save final photos and receipts.
For a renovation that goes beyond routine turnover, use the rehab budget calculator and maintain a separate project scope.
The Rental Inspection Checklist gives you a consistent starting point for documenting condition at move-in and move-out.
View the inspection checklist on EtsyKeep the record accessible
Store the checklist, photos and follow-up work under the property and tenancy in your records. Preserve the original baseline instead of overwriting it with move-out notes. For the broader folder system, read how to organize rental property documents.
Continue with these guides
Educational guide. Examples are illustrative and depend on your inputs. Check property-specific costs and applicable requirements before acting.