Move-in condition report: what to record, room by room

Why it matters

At the end of a tenancy, landlords and tenants often remember the start differently. Photos alone help, but a signed list that both sides agreed to on day one is much stronger.

Some places require it. In the US, states such as Washington, Georgia, Kentucky and Massachusetts have rules about a written condition checklist when a security deposit is taken. In England and Wales, a signed check-in report is the usual evidence used by deposit protection schemes in disputes. In France, the état des lieux is a standard part of every rental.

Room-by-room checklist

• Walls and ceilings: holes, scuffs, stains, cracks, peeling paint.
• Floors: scratches, burns, stains on carpet, loose tiles.
• Doors, windows and locks: do they open, close and lock? Any broken glass or screens?
• Kitchen: oven, stovetop, fridge, dishwasher, cabinets, countertop, sink and faucet.
• Bathroom: toilet, shower or tub, grout and caulk, extractor fan, signs of mold.
• Lights, outlets, smoke and CO detectors: test each one.
• Heating and cooling: do they work? Note filter condition if visible.

Photos that hold up

• Take a wide shot of each room first, then close-ups of every defect.
• Keep the photos with the written description of the same room, so nobody has to guess what a photo shows.
• Include a photo of each meter reading (electricity, gas, water).

Keys, meters and signatures

Write down how many keys, fobs and remotes were handed over, and the meter readings. Then both sides sign the report on the same day. If one side disagrees with an item, write that down instead of leaving it out.

At move-out: compare, don't redo

At the end, go through the same rooms in the same order and record the condition again. Putting each room next to its move-in state makes it easy to separate normal wear and tear from damage. Agree in writing on any deductions from the deposit.