How to take rental inspection photos that hold up
A room by room photo routine for move in and move out, so every deduction you make is backed by a matching pair of dated photos.
Why photos decide most deposit disputes
When a tenant disagrees with a deduction, the question is almost always the same: was this damage there at move in? A written note that says "wall scuffed" rarely settles it. A dated move in photo next to a matching move out photo usually does. Good photos are the cheapest insurance a landlord has.
This guide covers how to shoot move in and move out photos that hold up, for landlords and property managers in Canada and the US. It pairs with our move in inspection guide and the room by room rental inspection checklist.
Before you start
- Use a phone or app that records the date and time on every photo. An inspection app does this for you and keeps photos tied to the right room.
- Clean the lens, turn on every light and open the blinds. Dark photos hide damage and look careless in a dispute.
- Walk the unit in a fixed room order and use the same order at move out.
- Shoot the unit as the tenant will receive it, after cleaning and repairs are done.
How to shoot each room
- 01Stand in the doorway and take one wide photo that shows the whole room.
- 02Turn and take a wide photo of each wall, so every surface appears at least once.
- 03Photograph the floor, ceiling, windows, blinds, doors, outlets and light fixtures.
- 04Open cabinets, closets and appliances and shoot the inside, including the oven, fridge and dishwasher.
- 05Take a close up of every existing mark, chip, stain or crack, with a coin, key or tape measure in the frame for scale.
- 06Add a short note to each close up saying where it is and what it is, such as "bedroom 2, north wall, 3 cm scuff near light switch".
What to photograph that landlords often miss
| Area | What to capture |
|---|---|
| Bathrooms | Tub and shower caulking, grout, toilet base, vanity inside, exhaust fan, any water staining |
| Kitchen | Countertop edges, stove top and oven interior, range hood filter, under the sink, fridge seals |
| Floors | Carpet traffic areas, transitions between rooms, scratches in hardwood or vinyl, under where furniture will go |
| Walls and doors | Behind doors where handles hit, nail holes, paint touch ups, door frames and locks |
| Windows | Screens, glass, blinds and the sill, which often shows water or pet damage |
| Outside and extras | Balcony or yard, garage, storage, smoke and CO alarms, and every key, fob and remote you hand over |
Make the move out photos match
The move out photo is only useful if it can be compared to the move in photo. Pull up the move in report as you walk, stand in the same spot, and shoot the same angle. Side by side pairs make the difference between wear and damage obvious to the tenant, and to anyone reviewing a dispute.
Then decide on each item. Light scuffs and faded paint from normal living are usually wear. Holes, burns, pet stains and broken fixtures are usually damage. Our normal wear and tear vs damage guide walks through common cases.
Turn photos into an itemized, priced statement
Photos prove the damage. The deduction still needs a price for each item. The cleanest approach is to add a line item for each damage photo while you are still in the room: location, description, photo and price. See How to charge a tenant for damages and Itemized security deposit deductions for how to price and present it.
Our top pick for photo based inspections
Easy Inspections is an iPhone app for move in, move out and routine rental inspections with photo reports. It lets you build customized, itemized repair items and price them during the move out walkthrough, so the finished report settles the damage deposit return or the fees charged back to the tenant right there, with no spreadsheet afterward. It is free for 0 to 2 units, Starter is $9.99/mo for 3 to 10 units, and it works in Canada and the US. Compare it with other apps in Best move out inspection app.
Store and share the photos
- Send the tenant a copy of the move in report with photos and ask them to sign or reply with any additions.
- Keep the original files, not just screenshots or compressed copies, until the deposit is fully settled and any dispute period has passed.
- Check your province or state for how long to keep tenancy records and how soon an itemized deposit statement is due.
- If a tenant pushes back, share the matched photo pairs first. See How to settle security deposit disputes.
Verdict
Shoot every room wide, every wall, every fixture and every existing mark up close with something for scale, all with a date and time. Repeat the same angles at move out, then price each damage item on the spot. Easy Inspections is our top pick for this because it keeps photos with each room and turns the move out walkthrough into an itemized, priced statement that settles the deposit at move out.
Questions
How many photos should a move in inspection have?
Enough that every wall, floor, ceiling, fixture and appliance appears at least once, plus a close up of every existing mark. For a typical unit that means dozens of photos, not a handful.
Do rental inspection photos need a date and time?
They should. A visible or recorded date and time shows when each photo was taken, which is what makes it useful if a tenant disputes a deduction. Inspection apps record this automatically.
Should I take video instead of photos?
Video is a useful extra for a quick walk through, but clear still photos of each issue, with a note and something for scale, are easier to compare and attach to an itemized statement.
How do I prove damage happened during the tenancy?
Show a dated move in photo of the area without the damage next to a move out photo from the same angle with it. That pair, plus a note and a price, is the core of a defensible deduction.
What is the best app for move in and move out photos?
Our top pick is Easy Inspections. It is free for 0 to 2 units and prices itemized move out repair charges on site, so the photo report settles the deposit at move out.