Move-In Inspection: How to Do It Right
How landlords and tenants inspect a home together at move-in: what to check room by room, photos that hold up, signing the report and using it at move-out.
8 min read · Updated
A move-in inspection is a walk through the home, before the tenant moves in, where the landlord or agent and the tenant record the condition of every room together and both sign the result. At move-out, that record decides what counts as new damage and what was already there.
Most deposit disputes come down to one question: what did the place look like on day one? A clear, signed report with dated photos answers it in minutes. Without one, it is one person's memory against another's, wherever you are.
At a glance
- When
- Before the tenant’s belongings go in
- An empty, clean home shows everything
- Who
- Landlord or agent and tenant
- Together, at the same time if you can
- What
- Every room, fixture and appliance
- Plus meter readings and keys
- Result
- A report both people sign
- Each keeps a copy with the photos
Why it matters, with the rules where we checked them
| Place | What the rules say |
|---|---|
| New York State | Before the tenant moves in, the landlord must offer an inspection. If the tenant asks for it, both sign a written agreement noting existing defects or damage, and the landlord cannot keep deposit money for anything listed (New York General Obligations Law § 7-108(1-a)). |
| Washington State | A landlord may not collect a deposit unless the rental agreement is in writing and a written checklist describing the condition, cleanliness and existing damage is given at the start. Both sign and date it, and the tenant gets a copy (RCW 59.18.260). |
| England and Wales | Deposits must be protected in a government-backed scheme within 30 days. If you disagree about deductions, the scheme offers free dispute resolution when both sides agree to use it, and both are asked for evidence. A signed check-in report is that evidence. |
| Ghana, Cyprus and elsewhere | We haven’t verified a specific inspection rule. A signed report with photos is still the best evidence if you ever disagree about the deposit. |
Before the day
- 1
Pick a time in daylight
Daylight shows marks, stains and cracks that lamps hide. Leave plenty of time: rushing is how things get missed. - 2
Make sure the home is empty and clean
Furniture and boxes hide floors and walls. If the home is furnished, list each item. - 3
Bring the right things
A charged phone with the date and time set correctly, a printed or digital checklist, a flashlight, and something for scale in close-ups, like a coin or a tape measure. - 4
Find the last report
If an earlier tenant had a check-in or check-out report, bring it. Old damage should already be on it.
Room by room: what to check
Work in the same order in every room: ceiling, walls, windows, doors, floor, then fixtures and appliances. Test everything that switches on.
| Area | Check |
|---|---|
| Walls and ceilings | Marks, holes, cracks, peeling paint, damp patches or stains |
| Floors | Scratches, stains, burns, loose boards or tiles, worn carpet |
| Windows and doors | Glass, frames, locks, handles, screens, that they open and close |
| Kitchen | Stove, oven, fridge, extractor and sink: switch on and run each one; cupboard doors and hinges |
| Bathrooms | Taps, shower pressure, toilet flush, drains, sealant, mold, signs of leaks under the sink |
| Heating and cooling | That heaters, boiler or air conditioning work, and filters look clean |
| Electrics | Every light switch and socket; note any that don’t work |
| Safety | Smoke and carbon monoxide alarms: press the test button |
| Outside and storage | Balcony, garden, garage, bins, storage rooms |
| Furniture and appliances supplied | Each item listed with its condition |
Words for condition
Agree on a short scale before you start, so "good" means the same thing to both of you:
- New: unused, or installed for this tenancy
- Good: clean and working, with normal light wear
- Fair: working, with visible wear: scuffs, faded paint, worn carpet
- Poor: working but worn out or badly marked
- Damaged: broken, cracked, stained or not working
- Missing: should be there and isn't
Add a short note for anything that isn't new or good: "two 5 cm scratches by the window," not "some marks."
Photos and video that hold up
- Wide, then close. One photo of the whole wall or room, then a close-up of each mark, so it's clear where it is.
- Show the size. Put a coin or a tape measure next to small damage.
- Keep the originals. Don't crop or filter them. The file's own date is part of the evidence.
- Walk through once on video. One continuous video, room by room, is hard to dispute.
- Share the same day. Email or upload the photos to the other person straight away, so you both hold the same set with a dated record.
Meters and keys
Photograph each meter (electricity, gas, water) with the reading visible and write the readings on the report. Count every key, fob and remote, and note who else holds copies. Both are common sources of arguments at the end of a tenancy, and both take a minute to record.
Sign, share and add what you missed
Both people sign and date the report, and each keeps a copy with the photos. Problems sometimes show up only after a few days of living there: a slow drain, a window that won't lock. Agree on a short window to add items in writing. Roofy's template uses 7 days as a default; that is a practical choice, not a legal rule.
At move-out: use the same report
Walk through again with the move-in report in hand, item by item, and photograph the same spots from the same angles.
2 weeks to 1 week before the end
Pre-move-out inspection (New York)
If either side gave notice, the landlord must tell the tenant they can ask for an inspection, give at least 48 hours’ written notice of it, and list proposed deductions so the tenant can fix them.Move-out day
Final walk-through
Compare each room with the move-in report. Take meter readings and collect every key.Within 14 days (New York)
Itemized statement and the rest of the deposit
A New York landlord who misses the 14 days loses the right to keep any part of the deposit.Within 10 days of agreeing (England and Wales)
Deposit returned
Once landlord and tenant agree how much comes back, the landlord must return it within 10 days.
Normal wear and tear is not damage. New York's law, for example, says a landlord cannot deduct for ordinary wear and tear or for damage caused by a previous tenant. For the New York rules in full, see security deposit rules in New York. Landlords can work out an itemized statement with the security deposit tracker.
Using Roofy
The free move-in inspection checklist covers every room with the condition scale above, meter readings and keys, and prints a copy for both of you to sign. The move-out checklist has the same rooms in the same order. On the Roofy dashboard they attach to the lease, so both people keep the same record.
Move-in inspection checklist
Tick off each step as you go. Your progress stays in this browser.
On inspection day
0/10NY GOL 7-108(1-a)(b)-(e) (move-in inspection on request, pre-move-out inspection window and 48-hour notice, 14-day itemized statement, no deductions for ordinary wear and tear) and RCW 59.18.260 (signed, dated checklist before any deposit) read from the statutes. England/Wales deposit protection (30 days, 10 days after agreement, free dispute resolution with both parties’ consent, evidence) from GOV.UK. The 7-day window to add items is a Roofy template default, not a legal rule. No inspection rule was verified for Ghana or Cyprus.
Sources
- General Obligations Law § 7-108 · New York State Senate (accessed October 24, 2026)
- RCW 59.18.260, Moneys paid as deposit or security · Washington State Legislature (accessed October 24, 2026)
- Tenancy deposit protection · GOV.UK (accessed October 24, 2026)
- Tenancy deposit protection: disputes and problems · GOV.UK (accessed October 24, 2026)
General information, not legal, tax or financial advice. Rules change; confirm with the agency or a professional before you act.