Apartment Move-In Inspection Checklist: Document Damage Before You Unpack
Inspect and photograph the apartment before unpacking. Record existing damage, test locks, utilities, plumbing, appliances, alarms, and ventilation, then submit the written condition report through a traceable method within the applicable deadline.
What to know
- Use both room-wide and close photographs, plus a continuous video walkthrough.
- Describe defects neutrally and identify their exact location and effect on function or safety.
- Promptly report leaks, missing alarms, broken locks, exposed wiring, sewage, and other urgent conditions in writing.
Inspect the apartment before moving boxes and furniture inside.
Take wide photographs of each room, close-ups of every defect, and a continuous video walkthrough. Record the date, keep the original files, and submit the written condition report through a method that leaves evidence of delivery.
HUD’s model move-in and move-out inspection form records room-by-room conditions involving surfaces, windows, lighting, outlets, alarms, plumbing, appliances, and other fixtures. [1]
Before entering
Record the property address, unit number, inspection date and time, lease start date, landlord or management company, names of everyone present, number of keys and fobs received, parking passes, and utility meter readings where accessible and appropriate.
Save a blank copy of the landlord’s form before editing it.
Evidence rules
For every defect, take a wide photograph showing location, a close photograph showing detail, include a ruler or ordinary object when scale matters, describe the issue neutrally, note whether it affects function or safety, and do not mark damage repaired until you verify the repair.
Use descriptions such as “three-inch crack above bedroom window” instead of “wall bad.” Photographs supplement rather than replace the written form.
Doors and security
- Exterior door closes and latches
- Deadbolt operates
- Door frame is secure
- Keys work without sticking
- Windows and sliding doors lock
- Screens are present and intact
- Intercom, buzzer, and mailbox key work
- No damaged lock or sign of forced entry remains undocumented
Walls, ceilings, and floors
Record holes, cracks, dents, stains, peeling paint, water marks, soft or sagging surfaces, flooring scratches, carpet burns, odors, loose tile, damaged trim, and signs of pests.
Water stains or soft materials deserve prompt written notice even when the surface appears dry during the visit.
Electrical and lighting
Test fixed lights and switches. Visually inspect outlets and covers. Record scorch marks, exposed wiring, buzzing, sparks, or severe ceiling-fan wobble.
Do not insert objects into an outlet or remove electrical covers. Report exposed conductors, arcing, burning odors, or significant heat immediately.
Heating and cooling
Check the thermostat display, seasonally appropriate heating or cooling response, vents, radiators, grilles, filters where visible, unusual noises, odors, and any portable or window equipment promised in the lease.
HUD housing-safety materials emphasize functional heating, electrical, plumbing, smoke-detection, window, and appliance conditions. [2]
Kitchen
Test the refrigerator and freezer, stove elements, oven, range hood, dishwasher, disposal, sink hot and cold water, faucet, drain, cabinets, drawers, counters, and included appliance accessories. Photograph model and serial labels and document droppings or other pest evidence.
Do not touch a heating element to determine whether it works.
Bathroom
Flush the toilet and confirm it stops running. Check stability, water around the base, sink and tub drainage, hot and cold water, faucet leaks, exhaust fan, caulk, grout, mold-like growth, water damage, mirrors, and mounted fixtures.
Run water long enough to reveal slow drainage while preventing an overflow.
Bedrooms and living spaces
Test closet doors, rods, windows, locks, blinds, shades, included furniture, heating and cooling delivery, and visible signs of moisture or musty odor.
Safety equipment
Confirm smoke alarms and required carbon-monoxide alarms are present. Use each alarm’s test button. Check emergency exits, window guards where required, railings, fire extinguishers promised by the lease, and whether the address and unit are identifiable to responders.
Never test a smoke alarm with a flame or actual smoke.
Laundry, storage, and common areas
Record washer and dryer condition, dryer-vent connection, storage space, parking, hallway and stair lighting, railings, entry systems, trash arrangements, and common-area damage that might later be attributed to you.
Conditions requiring prompt notice
Report active leaks, missing or nonfunctional alarms, broken exterior locks, exposed wiring, no required heat, sewage backup, structural movement, falling material, major infestation, broken windows, gas odor, or water entering electrical equipment.
Do not repair building systems without authorization and suitable qualifications.
Submit and preserve the record
Follow the lease and local deadline. Submit the signed report using a traceable method, request written acknowledgment, preserve original photographs and video, retain repair requests and responses, update the record after repairs, and repeat the same photographic angles at move-out.
Rules governing condition statements and security deposits vary. Some jurisdictions impose specific deadlines and forms. [3]
Bottom line
Document first and unpack second.
A useful move-in inspection identifies the exact location and condition of existing damage, tests essential systems without unsafe disassembly, and creates a dated record shared with the landlord.
Limits and cautions
- Condition-statement and security-deposit rules vary by jurisdiction and lease.
- This checklist does not replace a professional building inspection or authorize alterations to rental property.
Source notes
- Move-In/Move-Out Inspection FormU.S. Department of Housing and Urban Development
- Housing Quality Standards and Inspection InformationU.S. Department of Housing and Urban Development
- Mandatory Statement of ConditionCommonwealth of Massachusetts
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