Use this apartment move-in checklist to record the condition of your home, confirm utilities and access, organize important documents, and report maintenance issues before they become harder to prove or resolve. Save the completed checklist with your lease records and return to it at move-out, renewal, or whenever property details change.
Overview
A move-in inspection is more than a quick walk through the apartment. It creates a dated record of what you received, how the property worked when you arrived, and which items need attention. A clear record can support practical communication with a landlord or property manager and help you distinguish pre-existing damage from problems that occur during the tenancy.
Complete the inspection before unpacking as much as possible. Natural light can make marks, stains, cracks, and moisture easier to see. Use the same method in every room: inspect surfaces, test basic functions, photograph notable conditions, and note anything that needs follow-up. If your landlord provides a move-in condition report, compare your observations with it rather than relying on memory.
Keep copies of the signed lease, condition report, photographs, emails, maintenance requests, utility confirmations, and key inventory in one secure folder. A tenant portal, digital lease management system, or clearly named cloud folder can make these records easier to find. For broader document organization, see this guide to lease management for renters and landlords.
Checklist by scenario
Before or at key handover
- Confirm the property address, unit number, parking space, storage area, and any included appliances.
- Save a copy of the signed lease, addenda, house rules, move-in instructions, and condition report.
- Record the date and approximate time of the inspection.
- Photograph each room from several angles before furniture covers walls or floors.
- Take close-up images of existing scratches, stains, dents, holes, chipped paint, damaged flooring, and signs of moisture.
- Make sure photographs show enough surrounding context to identify the location of each issue.
- Test doors, windows, locks, smoke or carbon monoxide alarms where accessible, lights, switches, outlets, and major appliances.
- Write down any missing, damaged, or non-working item, including its exact location.
Room-by-room inspection
Entry and common areas: Check the front door, deadbolt, intercom, hallway lighting, flooring, walls, ceilings, and any coat storage. Confirm that the mailbox, building entrance, elevator, and shared access points work as expected.
Kitchen: Inspect cabinets, drawers, counters, backsplash, sink, taps, drains, refrigerator, freezer, oven, cooktop, dishwasher, extractor fan, and visible plumbing. Look inside appliances and cabinets for residue, pests, leaks, or broken shelves. Record the condition of included equipment and note whether manuals or accessories are present.
Bathroom: Run taps and showers briefly, flush the toilet, check drainage, inspect sealant and grout, and look under the sink for leaks. Record damaged tiles, loose fixtures, ventilation issues, discoloration, or signs of previous water damage.
Bedrooms and living areas: Check walls, ceilings, floors, carpets, blinds, doors, handles, built-in storage, radiators or other heating controls, and window operation. Test a few outlets with a suitable device and avoid opening electrical fixtures.
Outdoor or assigned areas: Inspect balconies, patios, garages, parking spaces, storage units, and shared facilities included with the tenancy. Note existing debris, damaged railings, stains, lighting issues, or access problems.
Utilities, access, and safety
- Record electricity, gas, water, or heating meter readings when applicable, along with the date and meter number if visible.
- Confirm which utilities are included, which must be transferred into your name, and which provider or building system handles each service.
- Arrange electricity, internet, water, and other required services using the handover instructions. Use the utilities setup checklist to track confirmations.
- Count physical keys, mailbox keys, fobs, remotes, parking passes, and access cards.
- Test every access method and record any missing or unreliable item immediately.
- Save the landlord, property manager, emergency maintenance, building management, and utility contact details.
- Confirm where shut-off valves, the electrical panel, fire extinguishers, emergency exits, and building notices are located.
- Review renter’s insurance requirements and keep your policy details with the lease records if coverage is needed or chosen.
After the first few days
- Submit one clear maintenance request for each separate issue, with a description, location, and supporting photograph.
- State whether the problem is cosmetic, inconvenient, or preventing normal use of a fixture or room.
- Keep the request confirmation, response, appointment details, and completion date.
- Update the checklist if a repair changes the condition of the property or replaces an appliance, key, or access device.
What to double-check
Review the lease and move-in documents together. Look for differences between what was promised, what was listed as included, and what is physically present. Pay particular attention to furnished apartments, parking, storage, appliances, cleaning obligations, utility responsibilities, pet-related terms, and any agreed repairs.
Check that each photo has a useful filename or note, such as “kitchen cabinet beside sink” followed by the date. Avoid relying on a large, unlabeled batch of images. If your phone stores location data, consider whether that information should remain in the file before sharing it.
Confirm the reporting channel for maintenance. Some properties use a tenant portal, while others require email, a phone line, or a building app. A verbal conversation can be followed by a short written summary: describe the issue, identify when you noticed it, and ask for confirmation that the request was received. Digital tenant communication tools can help keep these messages connected to the property record.
Rules for condition reports, security deposits, notice, repairs, and record retention can vary by location and lease. Treat this checklist as an organizational tool, not a substitute for local legal guidance. Keep the original documents and follow any deadline stated in your lease or provided by the property manager.
Common mistakes
- Waiting until the apartment is unpacked: Furniture and boxes can hide flooring, walls, outlets, and cabinet interiors. Photograph those areas first.
- Recording only serious damage: Small marks may still matter when comparing the condition at move-out. Note them accurately without exaggerating.
- Taking close-ups without context: Pair detail images with wider room photographs so the location is clear.
- Reporting everything in one vague message: Separate requests make it easier to track status, access needs, and completed work.
- Forgetting shared or assigned spaces: Parking, storage, mailboxes, balconies, and building access are part of the move-in experience too.
- Not testing access devices: A key or fob that looks correct may not open the relevant door. Test each one before the first urgent need.
- Keeping records in only one place: Save a backup of the inspection, photos, and communication outside the phone used to create them.
When to revisit
Return to this checklist at four useful points: after the initial inspection, after outstanding repairs, before renewal, and before moving out. At renewal, update utility contacts, emergency numbers, access devices, insurance information, and any changes to the household or included furnishings. Before move-out, compare the property with the original photographs and review the lease’s cleaning, notice, key-return, and inspection instructions. This related moving-out checklist can help organize that final review.
Revisit the record after seasonal changes if they reveal issues such as drafts, heating problems, leaks, condensation, or pests. Update it whenever an appliance, lock, fixture, room, or access arrangement changes. A simple annual reminder in your calendar is enough for most renters.
Action plan: create a folder today, save the lease and handover documents, complete the room-by-room inspection before unpacking, photograph existing conditions, record meters and keys, submit written maintenance requests, and set a reminder for the next review. If you are still comparing homes, use the apartment hunting checklist before signing so move-in records begin with clear expectations.
