How to do a move in inspection

Why the move in report matters

The move in inspection sets the baseline for the whole tenancy. Every mark, stain and missing item you record now is what you compare against at move out. Without a signed, photo backed move in report, it is much harder to show that damage happened during the tenancy rather than before it.

In some places the stakes are even higher. Alberta, for example, requires move in and move out inspection reports, and a landlord cannot deduct damage or cleaning costs from the security deposit if the inspection report requirements were not met. Source: alberta.ca, Ending a tenancy. Other provinces and US states have their own rules, so check yours before you rely on a verbal walkthrough alone.

Before you arrive

• Book a time with the tenant and give written notice that meets your province or state rules.
• Finish cleaning and punch list work so the report shows the unit as the tenant will receive it.
• Print or open the same room by room checklist you will use again at move out. Our rental inspection checklist covers every room.
• Bring the lease, the keys list and a charged phone. Every photo should carry a date and time.
• Plan to walk with the tenant when they can attend, so they can flag fair or damaged items on the spot.

Step by step walkthrough

1. 01Start at the front door. Note locks, deadbolt, peephole, doorbell and the condition of the entry flooring and walls. Count and list every key, fob, mailbox key and remote before anything else gets handed over.
2. 02Walk room by room in a fixed order. Kitchen, bathrooms, bedrooms, living areas, then exterior. Rate each item good, fair or damaged and add a short note for anything that is not good.
3. 03Photograph every room. Take one wide shot of each wall, then close ups of existing damage, stains, scratches and appliance interiors. Shoot meters for power, gas and water with a clear reading in the frame.
4. 04Test safety and basics. Smoke and carbon monoxide alarms, water, heat, lights, windows that open and close, and that appliances power on.
5. 05Invite the tenant to add notes. If they see a mark you missed, add it. A report both sides agree on is far stronger than one the tenant disputes later.
6. 06Sign and share the same day. Have the tenant sign (or note if they refuse), give them a copy, and store yours with the lease. Do this before they take possession whenever you can.

What to capture on every item

A useful move in line is more than a checkmark. For each room and fixture, aim for:

• A condition rating (good, fair, damaged).
• A short note that names size and location, for example light scuff under the living room window, about the size of a coin.
• At least one timestamped photo tied to that item when condition is not good.
• The same angle you will reuse at move out, so before and after line up.

Canada and US notes

• Alberta. Move in and move out inspection reports are mandatory. Skipping them can block damage and cleaning deductions from the security deposit. Source: alberta.ca, Ending a tenancy.
• British Columbia and other provinces. Written condition inspection reports are common and often expected. Check your provincial residential tenancy rules for timing, forms and signatures.
• Ontario. Damage deposits are not allowed, but a clear move in record still helps if you later claim for damage through the Landlord and Tenant Board. Source: ontario.ca, Rental housing offences.
• United States. Rules vary by state and sometimes by city. Many states expect an itemized list of deposit deductions within a set time after move out, so a dated move in report with photos makes those statements much easier to support.

Rules vary by province and state. This is general information, not legal advice.

Turn the walkthrough into a report

Paper works, but an inspection app keeps photos, timestamps and notes in one place you can send to the tenant the same day. Our top pick is Easy Inspections. You walk the same checklist at move in and move out, attach timestamped photos to each item, and later add customizable, itemized move out repair charges priced on site so the finished report settles the deposit return or the charge back to the tenant. It is free for 0 to 2 units, with Starter at $9.99/mo for 3 to 10 units and Portfolio at $29.99/mo for 11 to 50 units. Fixed plan prices, no per unit surcharge. Works for landlords and managers in Canada and the US.

Related guides: Rental inspection checklist, Best move out inspection app, Routine rental inspection guide and How to settle security deposit disputes.

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