Move-in / Move-out Inspection Checklist (Word)
Most deposit disputes come down to one question: what condition was the home in when the tenant moved in? Walk through the property with this checklist on the first day and again on the last, write the condition of every wall, floor, fitting and appliance side by side, note the meter readings and keys, and agree any deposit deductions in writing.
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MOVE-IN / MOVE-OUT INSPECTION CHECKLIST
Walk through together, write the condition of every item and take dated photos. Both sign at move-in and again at move-out.
| Property address | [ ] | Unit | [ ] |
| Landlord | [ ] | Tenant | [ ] |
| Move-in date | [DD-MM-YYYY] | Move-out date | [DD-MM-YYYY] |
Condition words: New · Good · Fair (worn) · Damaged · Missing · Not working
Entrance and hall
| Item | Condition at move-in | Condition at move-out | Photo no. |
| Main door, lock and handle | |||
| Doorbell, peephole | |||
| Walls and ceiling | |||
| Floor | |||
| Lights and switches | |||
| Shoe rack / cupboard |
Living room
| Item | Condition at move-in | Condition at move-out | Photo no. |
| Walls and ceiling (paint, cracks, damp) | |||
| Floor / tiles | |||
| Windows, glass, grills, mosquito mesh | |||
| Curtains and rods | |||
| Fans and lights | |||
| Switches and sockets |
Kitchen
| Item | Condition at move-in | Condition at move-out | Photo no. |
| Counter top and sink | |||
| Taps and drain (no leaks) | |||
| Cabinets and drawers | |||
| Chimney / exhaust fan | |||
| Gas pipeline / cylinder and regulator | |||
| Stove / hob |
Bedroom 1
| Item | Condition at move-in | Condition at move-out | Photo no. |
| Door and lock | |||
| Walls and ceiling | |||
| Floor | |||
| Windows and curtains | |||
| Wardrobe (doors, keys, shelves) | |||
| Bed and mattress |
Bedroom 2
| Item | Condition at move-in | Condition at move-out | Photo no. |
| Door and lock | |||
| Walls and ceiling | |||
| Floor | |||
| Windows and curtains | |||
| Wardrobe | |||
| Fan, lights, AC (remote) |
Bathroom 1
| Item | Condition at move-in | Condition at move-out | Photo no. |
| Door and lock | |||
| Wash basin and mirror | |||
| Taps, shower, health faucet | |||
| Toilet and flush | |||
| Geyser / water heater | |||
| Exhaust fan |
Bathroom 2
| Item | Condition at move-in | Condition at move-out | Photo no. |
| Wash basin and mirror | |||
| Taps and shower | |||
| Toilet and flush | |||
| Geyser | |||
| Tiles and drain | |||
Balcony, utility and outside
…
What's inside
- Details of the property, landlord, tenant and the two inspection dates
- Room-by-room tables (entrance, living room, kitchen, two bedrooms, two bathrooms, balcony, outside and parking) with condition at move-in, condition at move-out and photo reference
- Meter readings for electricity, water and gas at move-in and move-out
- Keys, remotes and access cards handed over and returned
- Deposit settlement: deposit held, itemised deductions, amount returned and signatures
How to use it
- Print the checklist (or fill it on a laptop or tablet) and walk through the property with the tenant on move-in day.
- For every item write a short condition such as "Good", "Scratch on left door", "Tap drips", and take a photo; note the photo number in the last column.
- Write the meter readings and list every key and remote handed over. Both sign the move-in section and keep a copy each.
- On move-out day, walk through again with the same copy and fill the move-out column.
- Agree deductions for damage beyond normal wear and tear in the deposit settlement table, sign it and return the balance as agreed.
Tips
- Photos with the date visible are the best evidence; keep them in one folder named after the property and the date.
- Normal wear and tear (faded paint after years, worn carpet in walkways) is usually the landlord's cost, not the tenant's. Agree what counts as damage before moving in.
- Add or delete rows for rooms your property does not have; a studio needs fewer tables than a three-bedroom house.
Questions and answers
Who should keep the checklist?
Both. Make two copies signed by both landlord and tenant at move-in, and use the same copies again at move-out so the two columns are side by side.
Can a landlord deduct cleaning costs from the deposit?
It depends on your agreement and local law. Many places allow deductions for leaving the property dirtier than it was received, but not for normal wear and tear. Write the agreed rule into the rent agreement.
Does this work for furnished and unfurnished homes?
Yes. For a furnished home, list every piece of furniture and appliance in the inventory rows and in Schedule 2 of the rent agreement.