Rental Property Inspection Checklist (Free Printable Guide)

Property inspections are your best protection against security deposit disputes and unexpected repair costs. A thorough move-in inspection documents the property's condition before the tenant takes possession. A move-out inspection compares current condition to move-in, justifying any deposit deductions.

Why inspections matter:

• Legal protection: Documentation proves pre-existing vs. tenant-caused damage
• Deposit disputes: 36% of landlord-tenant disputes involve security deposits
• Maintenance tracking: Regular inspections catch problems early
• Tenant accountability: Documented condition sets clear expectations

Types of inspections covered in this guide:

1. Move-in inspection: Before tenant takes possession 2. Move-out inspection: After tenant vacates 3. Routine inspections: Periodic checks during tenancy

This guide provides complete checklists for each inspection type, plus best practices for documentation.

The move-in inspection establishes the property's condition at the start of tenancy. This is your baseline for comparison at move-out.

When to conduct: - Ideally: Day of move-in, before tenant brings belongings - Both landlord and tenant should be present

What to bring: - Printed inspection checklist (2 copies) - Smartphone or camera for photos - Flashlight for dark areas - Pen for notes

Best practices:

1. Walk through systematically: Room by room, top to bottom 2. Be thorough: Open every cabinet, test every fixture 3. Document everything: Note existing damage, wear, and condition 4. Take photos: Every room, every issue, with timestamps 5. Get tenant signature: Both parties sign the completed checklist 6. Provide copies: Tenant gets a copy, you keep the original

Common items to note at move-in: - Nail holes in walls - Carpet stains or wear patterns - Scuff marks on walls or floors - Condition of appliances - Existing cracks or damage - State of fixtures and hardware

Start your inspection outside and work your way in.

Roof and Gutters: - [ ] Roof condition (visible damage, missing shingles) - [ ] Gutters attached and clear - [ ] Downspouts directing water away from foundation

Siding and Structure: - [ ] Siding condition (cracks, holes, rot) - [ ] Paint condition (peeling, fading) - [ ] Foundation visible cracks - [ ] Window frames condition

Doors and Windows (Exterior): - [ ] Front door condition and operation - [ ] Back/side door condition - [ ] Screen doors intact - [ ] Window screens present and condition

Yard and Landscaping: - [ ] Lawn condition - [ ] Fence condition (if applicable) - [ ] Driveway/walkway condition - [ ] Outdoor lighting working

Garage/Parking: - [ ] Garage door operation - [ ] Garage floor condition - [ ] Parking area condition

Apply this checklist to every room in the property.

Walls and Ceiling: - [ ] Paint condition (marks, scuffs, holes) - [ ] Ceiling condition (stains, cracks, sagging) - [ ] Crown molding/trim condition - [ ] Note any existing nail holes or patches

Flooring: - [ ] Carpet condition (stains, wear, tears) - [ ] Hardwood condition (scratches, warping) - [ ] Tile condition (cracks, loose tiles, grout) - [ ] Baseboards condition

Doors: - [ ] Door opens and closes properly - [ ] Door handle/knob works - [ ] Lock functions (if applicable) - [ ] Hinges secure

Windows: - [ ] Windows open and close properly - [ ] Locks function - [ ] Glass condition (cracks, fogging) - [ ] Screens intact - [ ] Blinds/curtains condition (if provided)

Electrical: - [ ] All outlets work - [ ] Light switches work - [ ] Light fixtures work - [ ] Ceiling fan operates (if applicable) - [ ] Outlet covers intact

Heating/Cooling: - [ ] Vents present and open - [ ] Thermostat works

Kitchens require detailed inspection due to appliances and heavy use areas.

Appliances: - [ ] Refrigerator works (cooling, freezing) - [ ] Refrigerator interior clean - [ ] Stove/oven works (all burners, oven) - [ ] Stove surface condition - [ ] Oven interior clean - [ ] Microwave works (if provided) - [ ] Dishwasher works (if provided) - [ ] Garbage disposal works (if applicable) - [ ] Range hood/exhaust fan works

Cabinets and Counters: - [ ] Cabinet doors open/close properly - [ ] Cabinet hinges secure - [ ] Cabinet interior condition - [ ] Drawer slides work smoothly - [ ] Countertop condition (stains, chips, burns) - [ ] Backsplash condition

Sink and Plumbing: - [ ] Faucet works (hot and cold) - [ ] No leaks under sink - [ ] Drain flows freely - [ ] Garbage disposal works (if applicable)

Bathrooms are prone to water damage and require careful inspection.

Toilet: - [ ] Toilet flushes properly - [ ] No leaks at base - [ ] Seat secure and condition

Sink and Vanity: - [ ] Faucet works (hot and cold) - [ ] No leaks under sink - [ ] Drain flows freely - [ ] Vanity cabinet condition - [ ] Mirror condition

Shower/Tub: - [ ] Faucet/handles work - [ ] Showerhead works and no leaks - [ ] Tub drains properly - [ ] Caulking condition (mold, gaps, peeling) - [ ] Tile/surround condition - [ ] Tub surface condition (stains, chips)

Ventilation: - [ ] Exhaust fan works - [ ] No signs of mold or mildew

Additional Bathroom Items: - [ ] GFCI outlet works - [ ] Towel bars secure - [ ] Door lock works

Photos are crucial evidence in any dispute. Follow these practices:

What to photograph: 1. **Every room:** Wide shot showing overall condition 2. **Every issue:** Close-up of any damage, stains, or wear 3. **All appliances:** Open and closed, condition visible 4. **Floors:** Show carpet stains, hardwood scratches 5. **Walls:** Any marks, holes, or damage

Photography tips: - **Enable timestamps:** Turn on date/time stamps in camera settings - **Use good lighting:** Open blinds, turn on all lights - **Take multiple angles:** Same issue from different views - **Include context:** Show where damage is located in room

Organizing photos: - Create folder for each property - Subfolder for each inspection date - Name files descriptively - Back up to cloud storage immediately

Video walkthrough:

Consider recording a narrated video walkthrough: - Walk through entire property slowly - Narrate what you're seeing - Open cabinets, drawers, closets on camera - State the date and address at the beginning

How long to keep records: - Keep inspection records for at least 3 years after tenancy ends - Some jurisdictions require longer

The move-out inspection compares current condition to your move-in documentation.

Scheduling the move-out inspection: - Schedule before lease end date if possible - Both landlord and tenant should attend - Some states require tenant notification of inspection rights

During the inspection:

1. Compare room by room: Use move-in report as reference 2. Note new damage: Anything not documented at move-in 3. Distinguish wear from damage: Normal wear isn't chargeable 4. Take new photos: Same angles as move-in photos 5. Get tenant input: Let them point out their concerns

Normal wear and tear vs. damage:

Normal wear (not chargeable): - Minor scuffs on walls - Small nail holes (1-2 per wall) - Carpet wear in high-traffic areas - Faded paint from sunlight - Worn finish on door handles

Damage (chargeable): - Large holes in walls - Stains on carpet - Broken fixtures or appliances - Unauthorized modifications - Pet damage - Excessive filth requiring professional cleaning

After the inspection: - Complete written report within required timeframe - Calculate repair costs with receipts/estimates - Send itemized deduction list to tenant - Return remaining deposit within legal deadline

Thorough property inspections protect both landlords and tenants. They establish clear baselines, document conditions, and prevent disputes.

Key takeaways:

1. Always do move-in and move-out inspections. With the tenant present when possible.

2. Document everything with photos. Timestamps prove when photos were taken.

3. Be thorough and systematic. Use checklists to ensure nothing is missed.

4. Know the difference between wear and damage. Only charge for actual damage.

5. Keep records for years. You may need them long after tenant leaves.

Simplify inspections with UnitHub:

UnitHub's tenant-guided inspection feature lets tenants document property condition with their smartphone. Photos are automatically organized by room, timestamps are added, and both parties have access to the complete report.

• Digital checklists for every room
• Photo documentation with timestamps
• Tenant and landlord both receive copies
• Historical records for every property

Try UnitHub free and make your next inspection effortless.