Free guide for property teams and tenants
The apartment move-in checklist.
A complete move-in checklist for apartments and rental units — the room-by-room inspection that documents the unit's condition before the first box comes in. This record is what the security deposit gets compared against at move-out, so it protects both the tenant and the property manager from day one.
1. The room-by-room walk-through
- Walk every room before any furniture or boxes come in — empty rooms show everything
- Test every light switch, outlet, and fixture; note any that don't work
- Run all faucets and flush toilets; check under sinks for existing leaks or water stains
- Open and close every window, door, and lock; note anything that sticks or won't latch
- Test smoke and carbon monoxide detectors and note their battery status
- Check appliances: run the oven, stovetop, dishwasher, and refrigerator; note condition
- Inspect walls, floors, and ceilings for scuffs, stains, cracks, and nail holes
- Note the condition of blinds, screens, cabinets, countertops, and grout
- Check heating and air conditioning in every room, not just one
2. Meters, keys, and paperwork
- Record electricity, gas, and water meter readings with a dated photo of each dial
- Count and label every key, fob, garage remote, and mailbox key handed over
- Get a copy of the lease, house rules, and any building move-in procedures
- Confirm who to contact for maintenance requests and emergencies
- Note the agreed rent due date, deposit amount, and how the deposit is held
3. Document the starting condition
Most deposit disputes come down to one question: was that damage there at move-in? A time-stamped, room-by-room photo record answers it in seconds — for both sides.
- Photograph every room from multiple angles before moving anything in
- Take close-ups of every existing mark, scuff, stain, or damage — no matter how small
- Make sure photos are time-stamped; the date is what makes them hold up later
- Write a short note for anything a photo can't show, like a smell or a loose fixture
- Have both the tenant and the property manager review and sign off on the same record
4. Pair it with the move-out checklist
A move-in record only pays off if the same rooms are checked the same way at move-out. Use our apartment move-out checklist when the tenancy ends and compare every room against how it started.
Run the move-in walk-through from your phone.
Vestara Vault records every room with time-stamped photos, compares move-in against move-out side by side, and collects the tenant's sign-off — no app download needed.
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