PROPERTY GUIDE

Rental Move-In and Move-Out Inspection Checklist

Document the same items in the same order at the beginning and end of a tenancy, with written notes and matching photos.

Download the free inspection workbook

The workbook provides separate move-in and move-out records. Use it alongside any inspection form required by your province, state or municipality.

Before the inspection

• Confirm the inspection date, time, unit address and people attending.
• Bring the move-in report to the move-out inspection.
• Charge the phone or camera and turn on automatic date and time.
• Have appliance manuals, keys, remotes and access devices available.
• Arrange enough light to photograph surfaces clearly.
• Record which utilities are active and who is responsible for each account.

Room-by-room inspection order

1. Exterior and entrance: steps, railings, locks, door, frame, mailbox, exterior lights and visible landscaping.
2. Living and dining areas: ceilings, walls, trim, floors, windows, coverings, outlets, lighting and included furnishings.
3. Kitchen: cabinets, counters, sink, taps, drains, backsplash, appliances, exhaust fan and visible plumbing.
4. Bedrooms: walls, floors, doors, closets, windows, coverings, outlets and lighting.
5. Bathrooms: toilet, sink, tub or shower, grout, caulking, fan, mirrors, cabinets and signs of leakage.
6. Mechanical and safety items: thermostat, heating and cooling equipment, filters, smoke alarms and carbon-monoxide alarms where provided.
7. Storage, parking and shared areas: lockers, garage or stall, balcony, patio and any areas assigned with the unit.

How to write a useful condition note

Describe the item, condition and exact location. “7 cm scratch on bedroom side of door, 20 cm above floor” is more useful than “door damaged.” For appliances and fixtures, record whether they were tested and whether they operated at the time. Use “not tested” when a function could not be checked.

Photo and video record

• Take a wide photo of every room, then close-ups of existing marks or defects.
• Use the same room order and camera angles at move-in and move-out.
• Name files by room and item, such as Kitchen-counter-01.
• Reference the photo filename beside the corresponding workbook item.
• Keep the original files with their dates and back them up with the completed report.
• Photograph utility meters, keys, remotes and included furnishings.

Final handover record

• Record electricity, gas and water meter readings where applicable.
• Count every returned key, fob, remote and parking pass.
• Note cleaning or repairs still required without assigning responsibility in the condition description.
• Record disagreements directly on the report.
• Have each participant sign and date the completed record and retain a copy.

Move-out comparison

Compare every move-out entry with the matching move-in entry and photo. Record what changed, where it changed and the evidence reference. Keep ordinary wear, cleaning and repair items separate so estimates can be organized consistently. The renovation budget calculator can total itemized repair assumptions, and the tenant turnover cost tracker can record quotes and final costs.

Common mistakes

• Using vague labels without measurements or locations.
• Photographing only damage instead of the complete starting condition.
• Changing the inspection order between move-in and move-out.
• Leaving keys, meter readings or included items undocumented.
• Editing original photos or losing the link between a photo and the report entry.
• Using this general checklist instead of a locally required form or process.

Frequently asked questions

Should both parties attend?

A joint inspection makes it easier to review the same conditions and record disagreements. Follow the notice, attendance and signature requirements that apply locally.

Can photos replace a written report?

Photos add useful evidence, but they may not replace a prescribed condition report. Use both and follow the rules for the property’s location.

What if something cannot be tested?

Write “not tested,” explain why and arrange any follow-up needed. Do not record an untested item as working.

Reviewed September 10, 2026.