Move-in checklist template & example, room by room
A move-in/move-out checklist is only useful if it's specific. Here's what a strong condition report looks like in the US — a real room-by-room example, the wording that holds up, and a structure you can copy.
In short: A good US condition report covers general info, every room with concrete condition wording, appliances, smoke/CO detector status, dated photos and both signatures. Copy the structure below — or have KeySwap draft a complete report from your photos in about 5 minutes. Rules vary by state — check your state's requirements.
What a good condition report looks like
A move-in checklist (also called a condition report or walk-through inspection) is a written record of the home's condition on the day you take the keys. Done well, it's the single best protection for your security deposit at move-out, because it gives both landlord and tenant the same agreed starting point. A strong report includes:
- General information: tenant name, full property address, move-in date, lease term, and the tenant's forwarding address so the landlord can mail the deposit and any itemized statement later.
- A room-by-room walk-through: walls, ceilings, floors, windows, doors and fixtures in every space, with the condition described — not just checked off.
- Appliances: stove, oven, refrigerator, dishwasher, microwave and washer/dryer, noting both cleanliness and whether each one works.
- Smoke and carbon monoxide (CO) detector status: present and tested working, with the date.
- Dated photos or video of each room and every noted flaw.
- Signatures and dates from both parties, confirming they agree on the condition recorded.
Some states require a written checklist before a landlord can collect a deposit — Washington is one example, though small landlords there can be exempt. Whether it's mandatory or not, the document is recommended everywhere. See is it required in your state for the details.
Example: a condition report, room by room
Here's how each section reads when it's filled in properly. Notice the wording: it names the item, states its condition, and flags any existing damage so it can't later be charged to the tenant.
Living room
- Walls/ceiling: Good. East wall has a 2-inch scuff near the light switch and two small nail holes by the window — pre-existing, photographed.
- Floor: Hardwood, good; light surface scratch under the window, no gouges.
- Windows/doors: Two windows, both open/close and lock; blinds intact. Entry door deadbolt works.
- Fixtures/outlets: Ceiling light works; all 4 outlets and 2 switches tested OK.
Kitchen (including appliances)
- Counters/cabinets: Clean; minor wear on cabinet edge below sink, no broken hinges.
- Sink/faucet: No leaks; good water pressure, hot and cold both work.
- Refrigerator: Clean, cools properly; small dent on freezer door, pre-existing.
- Stove/oven: All 4 burners light; oven heats; interior clean.
- Dishwasher/microwave: Both run a full cycle/heat test OK.
- Floor: Vinyl, clean, no tears.
Bathroom
- Fixtures: Toilet flushes and seals; sink and tub/shower drain freely; no leaks under sink.
- Walls/ceiling: Good; light grout discoloration around tub (normal), no active mold.
- Floor: Tile intact; one chipped tile by the door, photographed.
- Ventilation: Exhaust fan works.
Bedroom
- Walls/ceiling/floor: Walls freshly painted, good; carpet clean, worn slightly thin near closet from normal use.
- Closet/doors: Sliding closet doors track and close; bedroom door latches.
- Windows: Open, close and lock; screen present and intact.
- Outlets/light: Overhead light and all outlets tested OK.
Entry / hallway
- Floor/walls: Clean; minor scuffs along baseboard, pre-existing.
- Smoke/CO detectors: Hallway smoke alarm and combined CO detector both present and tested working on move-in date.
- Closet/storage: Coat closet shelf and rod intact.
Exterior (houses)
- Driveway/walkway: Concrete, good; hairline crack near garage, pre-existing.
- Yard/landscaping: Lawn mowed, beds tidy at move-in; condition noted with photos.
- Structures: Fence and gate intact; shed door closes and latches.
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If you're building your own, use this order. It maps to how disputes are actually argued — general facts first, then each space, then the evidence and signatures that make it count.
- Header / general info: tenant name, property address, move-in date, lease term, forwarding address.
- Living areas: living room, dining room, any common spaces.
- Kitchen + appliances: surfaces plus stove, oven, refrigerator, dishwasher, microwave (clean and working?).
- Bathroom(s): fixtures, water flow, ventilation, floors and walls.
- Bedroom(s): walls, floors, closets, windows, outlets.
- Entry / hallway / stairs: floors, walls, storage.
- Safety devices: every smoke alarm and CO detector — present and tested.
- Exterior (houses): driveway, yard, fences, sheds.
- Photos/video: dated images of each room and each flaw, attached or referenced.
- Signatures: both parties sign and date, confirming agreement.
Blank template vs. completed report
People often search for a "template" expecting a blank form to print. That's only half the job. An empty grid of rooms protects no one — what protects your deposit is a completed report: the same structure filled in with specific wording, dated photos and two signatures.
| Blank template | Completed condition report |
|---|---|
| Empty rooms and item list | Same list, filled in with real condition |
| "Living room wall: ____" | "Living room wall, east side: 2-inch scuff near switch; otherwise good" |
| No photos | Dated photo of each room and each flaw |
| Unsigned | Signed and dated by both parties |
| Proves nothing in a dispute | Agreed evidence of the move-in baseline |
This is the gap KeySwap fills. It doesn't hand you a blank PDF to fill out later — it walks you through each room, you add photos and notes as you go, and it drafts a complete, dated report from your photos that both parties sign. You finish with a finished document, not homework. Want the full method first? Read the complete US guide or the detailed room-by-room checklist.
Common mistakes
- Writing "OK" everywhere. Vague entries help no one. Describe condition and existing flaws so they can't be charged to you later.
- Skipping photos — or undated ones. A timestamped photo is worth a paragraph of text. Capture each room and every noted issue.
- Forgetting appliances and detectors. Test the stove, refrigerator, dishwasher and every smoke/CO alarm, and write down the result.
- No signatures. An unsigned report is just notes. Both parties sign and date it.
- Not keeping a copy. Each party should keep the signed report and the photos — you'll want them at move-out.
- Confusing wear with damage. Faded paint, minor scuffs and carpet worn from normal use are normal wear and tear, not deductible. Don't let normal aging be logged as damage. See move-out and the deposit.
Frequently asked questions
Is there a single official move-in checklist template for the US?
No. There is no federal template, and rules vary by state. Some states require a written checklist (often only when a deposit is collected) and a few publish their own forms, but most do not. The structure on this page works anywhere; always check your state's specific requirements before you sign.
How detailed should each room entry be?
Detailed enough to settle a dispute months later. Instead of writing "OK," describe the item, its condition and any existing flaws — for example, "Living room wall, east side: 2-inch scuff near light switch; otherwise good." Pair every notable entry with a dated photo.
What's the difference between a blank template and a completed report?
A blank template is the empty structure — the rooms and items to inspect. A completed condition report is that structure filled in with specific wording, dated photos and both signatures. Only the completed, signed report protects your deposit; an empty form does nothing.
Do I need to record smoke and CO detectors?
Yes. Note whether each smoke and carbon monoxide detector is present and tested working at move-in. Requirements vary by state and locality — some require smoke alarms only, many require CO detectors for fuel-burning appliances or attached garages. Check your state's rules.
Should I include a forwarding address on the checklist?
It helps to capture the tenant's forwarding address at move-out so the landlord can mail the security deposit and any itemized statement of deductions. Many states require that statement within a set deadline, commonly 14 to 30 days, so an accurate address matters. Verify your state's deadline.
Does KeySwap give me a downloadable blank form?
KeySwap doesn't hand you an empty PDF to print. Instead it walks you through each room, you add photos and notes as you go, and it drafts a complete, dated condition report you and the other party sign. You finish with a finished report, not a blank to fill in later.