RoomproofQuick answer: A move-in inspection checklist with photos records the condition of a rental before you live in it: every room, wall, floor, fixture and appliance, rated and photographed with the date. Do it on move-in day before you unpack, send the PDF to your landlord or property manager, and keep a copy. At move-out, open the saved project to compare.
Why the move-in inspection matters
Deductions from a deposit depend on comparing the unit's condition at the end of a tenancy with its condition at the start. Without a move-in record, it's your word against the landlord's about who caused a stain or a chipped tile. Some states build this into the law: Massachusetts landlords who take a security deposit must give the tenant a written statement of the unit's condition, and Washington landlords need a written checklist of the unit's condition before they can collect a deposit. Check the rules where you live.
If your landlord gives you a printed form, fill it in and return it on time. Photos add detail a tick box can't, so attach the Roomproof PDF as a photo appendix and mention it on the form.
What to inspect in each room
| Area | Check | Photograph |
|---|---|---|
| Kitchen | Appliances turn on, oven is clean, fridge gets cold, no leaks under the sink, cabinet doors close | Inside each appliance, countertops, sink, floor |
| Bathroom | Toilet flushes, hot water arrives, no leaks, fan works, grout and caulk are intact | Tub or shower, toilet, vanity, floor, the ceiling above the shower |
| Living areas and bedrooms | Walls, carpet, windows open and lock, blinds work, outlets and lights work | Each wall, the floor or carpet, windows, closets |
| Safety | Smoke and CO alarms are present and working, door and window locks work | Alarms, locks |
| Utilities | Heating and AC work, water heater, meter readings | Thermostat, meters, the keys you received |
Step by step
- Do it before the furniture goes in. Empty rooms are quicker to inspect and photograph.
- Test as you rate. Run taps, flip switches, open windows and turn on appliances. Note anything that doesn't work.
- Photograph wide and close. One photo of each wall and fixture, plus close-ups of marks with a coin or tape measure for scale. The camera time is printed on each photo.
- Sign together if you can. If the landlord or agent is there, both of you can sign on screen.
- Send it the same day. Email the PDF to your landlord, and ask in writing for repairs to anything that doesn't work.
- Save the project file. You'll open it again when you move out.
Using your move-in report at move-out
When you leave, choose Start a follow-up from a saved project and open your move-in file. Roomproof creates a move-out report with the same rooms and items. Your move-in photos and ratings sit on the left of each pair, the move-out photos you add sit on the right, and the PDF shows both ratings so changes stand out. The move-out checklist guide covers what to photograph on the way out.
Keep the project file somewhere safe for the whole tenancy, such as cloud storage or an email to yourself. Browser storage alone isn't reliable for a year or more.
FAQ
When should I do a move-in inspection?
On move-in day, before you unpack, or as soon as you get the keys. Your lease or local law may set a deadline for returning the landlord's checklist, often within a few days to two weeks.
What if my landlord already gave me a checklist?
Fill it in and return it on time, and attach your Roomproof PDF as a photo appendix. Keep copies of both.
Do the photos need a date on them?
Dated photos are far more useful. Roomproof prints the time from your camera on each photo and lists it in the photo log. Emailing the PDF to your landlord straight away also gives you an independent dated record.
Should I report problems I find?
Yes. Note them in the report and ask your landlord in writing to fix anything that affects safety, security or basic use of the home.
Can landlords use this checklist too?
Yes. Landlords and property managers can use the same template, walk the unit with the tenant and ask them to sign on the device.
Other photo report templates
Last updated · Written by the MiniTools team. Roomproof is a documentation tool. This page is general information, not legal advice.