In all the excitement of being accepted for a rental house, it’s only fair that many tenants can’t wait to move in. However, being approved for a house rental is just the first step towards moving in.
One of the final steps is the move-in inspection. This essential process shouldn’t be underestimated as it’s designed to protect both tenants and landlords. Therefore, a firm understanding of the move-in inspection is something every tenant should strive for.
In this guide, we’ll explain what a move-in inspection is, why it’s important, and how to create a checklist to ensure every house renter can move in with confidence.
What Is a Move-in Inspection?
The move-in inspection is one of the final steps a tenant must take before they settle into their new home. Typically carried out on moving day — but can take place up to two weeks prior — it offers the tenant the chance to thoroughly inspect the property. As they go — either with a letting agent, property manager, the landlord or by themselves — they take note of any damage to the property they encounter.
Typically, the landlord or property manager will have carried out their own inspection in advance. Their findings are documented, with photos and descriptions of any damage compiled into a report or checklist. The tenant can then use this to verify the condition of the unit and add any of their own findings.
This document will then be signed by both parties. At the end of the lease, the landlord or property manager will check the condition of the property against the report to see if the latest tenant is responsible for any new damage. With this information, they can then subtract the cost of repairs from the security deposit.
The Importance of a Move-in Inspection
A move-in inspection is important for both the tenant and the landlord and offers protection for both. For the landlord, it provides a baseline from which to compare the condition of the property when the new lease ends.
Meanwhile, the move-in inspection protects the tenant’s security deposit, ensuring they won’t be blamed for any damage to the property that existed before they arrived.
But that’s not the only benefit for tenants. When the property manager or landlord carries out their own inspection prior to move-in day, they’re able to identify any items that need to be repaired and can take care of them before the new tenant moves in.
Is a Move-in Inspection Checklist Essential?
Move-in inspection checklists — reports compiled by the landlord detailing the condition of the unit — are a legal requirement in some states, but not all. Indeed, the majority of states don’t require the landlord to provide tenants with one.
But while not legally required everywhere, it’s always a good idea for both tenants and landlords to document the condition of a rental house. Not only does it provide protection in case of legal disputes, but it also ensures that it’s in the best interests of tenants to take good care of the property.
If a landlord doesn’t provide the tenant with a checklist, nothing is stopping the tenant from drawing up their own.
What To Include in a Move-in Inspection Checklist
It’s good advice for all tenants to create their own move-in inspection checklist. This way, they may detect things that the landlord missed, providing additional protection in case they’re blamed for damage that didn’t appear on the landlord’s report.
A good checklist ensures a thorough inspection on move-in day and reduces the chance of missing any damage that the tenant might later be unfairly blamed for. For the best results, split the house into rooms/areas, and make a checklist specific to each part.
1. General Concerns
Some issues will be common to multiple rooms and tenants are advised to check the condition of these in each area. Be sure to examine the following:
- Walls: look for holes, cracks, peeling painting or wallpaper, and dents in walls throughout the property. Make note of any stains, such as crayon marks, discoloring, and oil marks. Pay close attention behind doors that might bump into the wall when opened.
- Ceilings: look out for cracks in the ceiling, as well as stains, such as water damage stains and smoke blackening (typically from candles).
- Floors: examine carpets for stains, tears, holes, or frayed edges, especially around thresholds. For harder floor surfaces, look for scratches, dents, cracked tiles, and in the case of hardwood floors, gauge marks made by pets or heavy furniture.
- Baseboards: make note of any scuff marks from shoes as well as any other defects.
- Windows: check for scratched or cracked glass panes, faulty handles, missing or damaged keys, and any damage to the frame and window board. In addition, check curtains, drapes, and blinds for damage, such as stained fabric, tears, or faulty opening mechanisms.
- Doors: test door hardware, locks, and mechanisms, taking note of any faults. Also check surfaces for scratches, dents, cracks, and any other type of defect. Examine any doors that stick or don’t open or close smoothly, paying particular attention to the hinges.
- Wooden furniture: check table, counter, and cabinet tops for scratches, dents, and stains, such as water ring stains from cups. Ensure wardrobe and cabinet doors operate adequately and record any broken hinges or handles. Make sure all chairs are strong and sturdy and make note of any weaknesses, such as wobbly legs.
- Lights: check that all lights work, noting any lightbulbs that have blown. Look out for loose fittings and take time to examine the switches and switch plates, taking note of any cracks, scratches, or discoloring.
- Power sockets: check that all switches and electricity outlets are in good working order. Check backing plates for cracks and any other type of damage.
Any damage discovered should be documented. Provide photos that clearly show the damage and write a description that details the location and nature of the damage. The more information provided, the better.
2. Kitchens
Ensure all appliances are working properly and are clean inside and out, paying particular attention to the fridge, freezer, and stove. Next, test the faucets, ensuring the water flows with adequate pressure and that there are no drainage issues. Check the pipes for leaks and make sure that the hot water works.
Next, take a look over the countertops and depending on the material, check for scratches, cracks, chipped laminate, and water ingress. If the kitchen is tiled, make note of any cracked tiles, discoloration, and missing grout.
Finally, test any fire alarms, smoke detectors, and carbon monoxide sensors and ensure they’re all working properly.
3. Bedrooms
Check the structure of any beds provided by the landlord, noting any damage, such as broken slats, damage to wooden elements, or stains on the mattresses. Ensure all shelves are securely fixed in place and free from damage.
4. Bathrooms
Check the operation of all faucets, showers, and toilets, ensuring adequate flow rate, good water pressure, hot water, and proper drainage. Look out for leaky pipes and any signs of mold or mildew and check that any fixtures, such as towel rails and mirrors, are in good shape. Check that the toilet seat is properly secured and clean and ensure all extractor fans are working properly.
5. Lounge
If furnished, check the state of the couch and any armchairs, footrests, and cushions. Look out for stains, tears, and holes in the fabric.
6. Exterior Areas
The move-in inspection isn’t limited to the inside of the house. Be sure to check over the outdoor areas as well, taking note of any obvious damage to exterior walls, fences, paved areas, garden furniture, exterior lights, driveways, and paths. If there are any trees on the property, it’s also wise to photograph them to document their growth, i.e. overhanging branches or bushes encroaching on public spaces.
7. HVAC System
A quick check of the HVAC system to ensure it functions adequately is worth carrying out. It’s also useful to check vents for any dust build-up or excess moisture. If comfortable doing so, it might also be worth checking the filters.
Tips for Filling in the Move-in Inspection Checklist
Whether using their own checklist or one provided by the landlord, it’s important for tenants to make detailed notes during the inspection. The objective is to document all the pre-existing damage, ensuring the new tenant cannot be blamed for it when their tenancy ends.
To this end, take plenty of photos and provide written descriptions of each issue encountered. All photos should be clearly labeled, with the room, problem, and date included in the title. During the inspection, tenants should take their time to go systematically through each area, ensuring each point of the checklist is addressed. Ideally, the inspection should take place before the tenant starts to move furniture in.
Once complete, keep a copy of it, notify the landlord, and have them address any issues that require immediate attention. Ideally, both the landlord and tenant should sign the checklist off.
