Rental inspection checklist for move in and move out
A practical, room by room checklist for Canada and US landlords, plus the apps that turn it into a timestamped report.
Before you walk the unit
A good inspection starts before you open the door. Whether you rent in Canada or the US, the goal is the same: a dated, photo backed record of the unit that you and the tenant both have a copy of.
- Book the walkthrough with the tenant and give written notice that meets your province or state rules.
- Bring the lease, the keys list and, at move out, the signed move in report for the same unit.
- Use one checklist for every unit so move in and move out notes line up item by item.
- Charge your phone. Every photo should carry a date and time.
Move in checklist, room by room
Rate each item (good, fair, damaged) and add a short note plus a photo for anything that is not in good condition. The tenant should review and sign before they take possession.
Entry and hallways
- Front door, locks, deadbolt and peephole
- Walls, ceilings, trim and baseboards
- Flooring, light fixtures and switches
- Closets, shelves and doors
Kitchen
- Fridge, stove, oven, range hood and dishwasher
- Countertops, backsplash and cabinets inside and out
- Sink, faucet, drain and under sink area
- Microwave, garburator and outlets
Bathrooms
- Toilet, tub, shower, grout and caulking
- Vanity, sink, faucet, mirror and medicine cabinet
- Exhaust fan, towel bars and toilet paper holder
- Signs of leaks or water damage
Bedrooms and living areas
- Walls, ceilings, paint and nail holes
- Carpet or flooring, noting stains or wear
- Windows, screens, blinds and window coverings
- Closet doors, outlets and light fixtures
Exterior, garage and yard
- Balcony, deck, patio and railings
- Garage door, remotes and parking stall
- Lawn, landscaping, fences and sheds
- Garbage and recycling bins
Utilities, safety and keys
- Meter readings for power, gas and water with a photo of each meter
- Smoke and carbon monoxide alarms tested
- Furnace filter, water heater and laundry machines
- Every key, fob, mailbox key and remote counted and listed
Photo rules that hold up later
- Take one wide shot of every wall in every room, then close ups of any existing damage.
- Make sure every photo is timestamped and tied to the room and item it shows.
- Shoot the same angles at move out so the before and after are easy to compare.
- Photograph meters, keys and appliance interiors, not just walls and floors.
- Store the finished report where you can send it to the tenant the same day.
Move out checklist
The move out inspection uses the same list, compared line by line against the move in report. This is the step that decides what happens with the damage deposit.
- Walk the same rooms in the same order and note any change in condition since move in.
- Separate normal wear and tear from damage, and take a photo of every damage item.
- Check cleaning: appliances, floors, bathrooms, windows and inside cabinets.
- Record final meter readings and collect every key, fob and remote on the keys list.
- Get the tenant forwarding address for the deposit return or statement.
- Itemize each repair or cleaning charge with a price, so the deposit math is clear before anyone leaves the unit.
Turn the checklist into a report
Paper checklists work, but an inspection app keeps the photos, timestamps and notes in one report you can send to the tenant. Our top pick is Easy Inspections. Its standout feature is customizable, itemized move out repair charges priced on site during the walkthrough, so the finished report settles the deposit return or the charges back to the tenant right there. It is free for 0 to 2 units and works in Canada and the US.
Inspection apps compared
Published pricing and fit for the inspection apps listed on PM Toolstack. Also see Best move out inspection app and How to settle security deposit disputes.
| Tool | Easy Inspections Our top pick | zInspector | HappyCo | RentCheck |
|---|---|---|---|---|
| Pricing |
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| Who for | Landlords and managers from 0 to 500+ units who want move out reports with itemized, priced repair charges done on site, so deposit returns and tenant chargebacks are settled at move out. | Landlords and managers who want an established inspection tool with a free entry point. | Large multifamily operators. | Managers who want residents to complete inspections themselves. |
| Itemized move out charges for deposit settlement | Yes, built in, customizable on site | Check site | Check site | Check site |
| Availability | Canada and US | Canada and US | Check site | Check site |
| Official site | Visit | Visit | Visit | Visit |
Verdict
Use one room by room checklist with timestamped photos for both move in and move out, and keep the signed reports. Easy Inspections is our top pick because it turns that checklist into a photo report with itemized move out repair charges priced on site, so deposit returns and tenant chargebacks are settled at move out. zInspector is the runner up with a free plan for up to 5 properties, HappyCo fits large multifamily operators, and RentCheck suits managers who want residents to do the walkthrough.
Questions
What should a rental inspection checklist include?
Every room and its fixtures, appliances, flooring, walls, windows, exterior areas, meter readings, smoke and carbon monoxide alarms, and a list of every key, fob and remote, each with a condition rating, notes and timestamped photos.
Do I need a move in and move out inspection in Canada?
Rules vary by province. Some provinces, Alberta and British Columbia for example, expect written move in and move out inspection reports, and skipping them can weaken a landlord claim against the deposit. Check your provincial residential tenancy rules. This is not legal advice.
What about US landlords?
Rules vary by state. Many states require an itemized statement of deposit deductions within a set number of days after move out, so a dated move in and move out report with photos makes those statements much easier to support. Check your state rules.
Should the tenant sign the inspection report?
Yes. Have the tenant review and sign the move in report and give them a copy. At move out, invite them to attend the walkthrough and send them the finished report.
What is the best app for a rental inspection checklist?
Our top pick is Easy Inspections, 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. Annual plans cost 10 times the monthly price, so two months are free. zInspector is the runner up with a free plan for up to 5 properties.