Move-in checklist: Everything you need to include as a residential property manager

Keeping track of the condition of each property in your portfolio would be an impossible task without routine rental inspections and a move-in checklist. Whether you’re managing 100 or 10,000 properties, a move-in checklist is vital if you want to stay on top of the challenges that come with maintaining high standards and ensuring your property remains undamaged and in excellent condition.

The move-in process is also an opportunity for residential property managers and tenants to make sure they’re on the same page and establish a friendly, transparent relationship. The last thing either of you want is to end up in a dispute over security deposits once the lease is over. 

In this article, we’ll explain:

• What a move-in checklist is
• The associated benefits
• What to include
• How to take care of your property in between tenants
  

What is a move-in checklist?

A move-in checklist is a document that property managers and landlords use to make sure that their property is in proper condition before a new tenant moves in. 

This checklist provides a detailed run-down of the property's condition at the start of the tenancy, allowing both the renter and the property manager to agree on the state of the property and to note any issues outside of normal wear and tear.

Usually, a move-in checklist includes sections for different property areas, such as the kitchen, bedroom, bathroom, and living room. This helps you ensure that you cover each area of the property thoroughly and that you’ve got a detailed checklist to go back to at the next inspection. 

Why is a move-in checklist important?

When you rent a car, you often take a video before driving off so you can prove the state of the vehicle when you received it. A move-in checklist plays a similar role as it helps prevent disagreements over the state of the property at the end of someone’s tenancy. 

Keeping a detailed record like a move-in checklist can help both property managers and renters feel more secure knowing what’s been agreed upon before the end of the contract. 

In some states, these checklists are even a legal requirement and can be used as evidence in legal disputes. They keep tenants accountable for any damage that occurs during their tenancy and make disputes about repairs and returning security deposits less likely.

A routine rental inspection checklist also reassures the renter that the property manager is aware of all pre-existing issues and that they won’t be punished with unfair charges when they move out.

Pro tip: Installing a device like Minut is another box you can check that protects renters’ health with mold risk detection. Once you’ve installed your Minut sensor, it will begin scanning your property for excessive humidity and mold risk. 

After a few days, it will alert you of mold risks if they arise, helping you prioritize renters’ health, safety, and comfort and ensuring that you keep your property in great condition.

Noise monitoring and cigarette smoke detection features also make sure your property stays smoke-free and keep the peace in your community by ensuring that your renters respect community rules. 

What should you include in a move-in checklist? 

Before your new tenant moves in, conduct a thorough property inspection so you’re aware of the condition of each room and item on the checklist. 

Then, go through it again with your new tenant to make sure you’re both on the same page. A comprehensive checklist should include all areas of the property so nothing gets overlooked.

Below are the key sections yours should include.

Property and tenant details

This information is essential to keep track of who is responsible for maintaining the apartment during the tenancy. It’s also useful to have a record of move-in and move-out dates. 

• Property: Note the property address
• Tenant(s) name(s): Include the names of all tenants
• Apartment number: If applicable
• Bedrooms: Record the total number of bedrooms
• Move-in and move-out dates: Note the agreed-upon dates for moving in and out

Property areas 

Here’s an idea of how you might record the condition of each area of your property. Depending on the specifics of your portfolio, add or remove items from the checklist.

Use the move-in column to record the condition of the property on the day your new tenants arrive. Note down if the area is in good condition, if it needs attention, or if it’s in poor condition.

The same applies to the move-out column, which you’ll fill in after the lease ends. Finally, use the cost to correct column to make a note of how much the repairs will cost and who will be responsible for paying. 

You can keep your notes short and simple by using abbreviations in the checklist. This helps keep the inspection process smooth and quick and makes it easier to define any next steps that need to be taken, for example, repainting the bathroom. 

Some examples of abbreviations you can use to note the condition of each area/item are:

NC Needs Cleaning

NSC Needs Spot Cleaning

NP Needs Painting

NSP Needs Spot Painting

NR Needs Repair

PR Needs Replacing

Declarations and signatures

Once the inspection is complete, be sure to have the tenant agree on the condition of each area and sign a declaration to that effect. 

An example of this declaration could be:
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This unit is in a decent, safe, and sanitary condition. Any deficiencies identified in this report will be remedied within 30 days of the date the tenant moves into the unit. 

_______________________________ 

Manager/landlord signature 

I have inspected the premises and found this unit to be in a decent, safe, and sanitary condition. Any deficiencies are noted above. I recognize that I am responsible for keeping the apartment in good condition, with the exception of normal wear. In the event of damage, I agree to pay the cost to restore the apartment to its original condition.

 _______________________________ 

Tenant signature 

_______________________________ 

Tenant signature

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Which states require a move-in checklist?

Depending on the state you’re in, a move-in checklist may be mandatory. Ensure that you’re aware of the requirements in all of the states where you own property.

Here’s a handy list of 18 states that require the landlord to fill out a move-in checklist:

When should tenants receive and sign a move-in checklist?

Tenants should receive the move-in checklist before they officially move into the property. Giving the tenant time to inspect the property and its condition without the added pressure of moving and unpacking means it’ll be clean and empty and they’ll be able to properly document everything throughout this process. 

Ideally, the inspection should be a collaborative process, with the property manager and tenant walking through the property together. Once the inspection is complete, both the tenant and landlord should sign the checklist to acknowledge and confirm the documented state of the property. 

Caring for your property between tenants

A comprehensive move-in checklist gives residential property managers a clear record of the property's condition and fosters a transparent relationship with their tenants. It’s much easier to avoid disputes over security deposits and property condition when you put in the effort to do detailed inspections and ask renters to sign a clear declaration.

Keeping your property in tip-top shape in between tenants is challenging at the best of times, but Minut’s noise monitoring and cigarette smoke detection can take on the job of overseeing the property and preventing issues such as smoke damage and complaints from neighbors. Minut can also provide you with proof if there’s smoke damage to your property and you run into a dispute at the end of a lease. The Home Alarm feature adds an additional layer of security and peace of mind and provides property managers with a solution for monitoring entire homes.

Frequently asked questions about move-in checklists

What’s a rental inventory checklist? 

A rental inventory checklist is a list of every piece of furniture and item in your property. It’s mainly used to keep track of the condition of your property between tenants.