Move-In Inspection Checklist
A move in inspection checklist creates a shared record of the rental unit’s condition when a tenancy begins. It should identify existing defects, record what was handed over and show which repairs remain agreed. A clear baseline is more useful than a general statement that everything looked fine.
Use the room-by-room checklist below before or at the agreed handover. The document records observations; it is not a technical safety certificate and does not, on its own, determine responsibility for a later repair or deposit deduction.
Prepare the unit and the inspection record
Arrange an appropriate time with the people involved in the handover. Bring the unit details, an inventory where items are supplied, the key list and a way to record photographs. A phone can help capture condition, but the written checklist still needs a clear description of each issue.
Record the property, unit, inspection date and participants before starting. Use the same room names in the checklist and photo labels. When an area is not accessible or a fixture cannot be tested, say so rather than marking it satisfactory.
Move-in record: details to complete
| Field | Complete during the handover |
|---|---|
| Property and unit | [Property name and unit reference] |
| Tenant and representative | [Names and roles of participants] |
| Inspection and handover dates | [Inspection date] / [Key handover date] |
| Meter identification | [Meter reference, location, reading, date and photo] |
| Keys and access items | [Item description, quantity and identifier] |
| Inventory reference | [List of supplied items, where applicable] |
| Photo record location | [Private folder or document reference] |
| Outstanding work | [Issue, responsible person and agreed next action] |
Room-by-room move-in inspection checklist
For each line, record the condition, an observation or test limitation, a photo reference where useful and any follow-up. “Existing scratch on bedroom door near handle, photo BED-03” is more precise than “door damaged”.
| Area | What to observe or record |
|---|---|
| Entrance and door | Door surface, frame, lock operation and existing marks |
| Keys and access | Number of keys, remotes or access items handed over |
| Walls and ceilings | Stains, cracks, holes, marks and visible damp |
| Floors | Condition of tiles, boards or floor coverings; chips and lifting edges |
| Windows | Glass, frames, handles and observable opening or closing problems |
| Living area | Fixtures, supplied furnishings and recorded defects |
| Bedroom | Walls, floor, doors, wardrobes and supplied items |
| Kitchen worktops | Surface condition, edging, staining and existing damage |
| Kitchen cupboards | Doors, handles, shelves and visible condition |
| Sink and taps | Visible leaks, drainage observations and tap operation |
| Bathroom fittings | Toilet, basin, shower fittings and visible damage or leaks |
| Bathroom surfaces | Tiles, joints, ventilation observations and visible damp |
| Lights and switches | Observable operation where safe; note untested items |
| Sockets and wiring | Visible damage or concerns only; refer technical checks to qualified personnel |
| Water and electricity meters | Meter identifiers, readings and dated photo references |
| Balcony or outside area | Observable condition and any access limitation |
| Supplied appliances | Make or identifier, condition and the checks actually carried out |
| Cleanliness | Condition of surfaces, cupboards, bathroom and supplied items |
| Common-area access | Relevant access arrangements and reported shared-area concerns |
| Outstanding repairs | Agreed work, responsibility and next review or appointment |
Use clear condition descriptions
Choose a simple condition vocabulary and apply it consistently. For example, use “no issue observed”, “existing defect noted”, “follow-up required”, “not tested” and “not applicable”. A checkbox without an explanation is insufficient when there is a known defect.
A useful note is limited to what was observed. “Brown ceiling stain above the bathroom door” is an observation. “Roof is structurally unsound” is a technical conclusion that needs an appropriate professional assessment. Do not let the convenience of a checklist create unsupported certainty.
Photographs should explain the written record
Take a room overview and a closer image of each relevant defect. Link each image to a checklist entry using a stable label, such as KIT-02 or BATH-04. Keep the date, unit and location clear so that a photo remains understandable months later.
Avoid unnecessary images of people, personal possessions or identity documents. Store condition records privately and limit access to people who need them. Consult the Office of the Data Protection Commissioner for personal-data requirements in Kenya.
Record meter readings and keys carefully
For a meter, record the identifier as well as the reading. Photograph the display where appropriate and note the date. Explain when a meter is shared or where the reading could not be confirmed; do not invent a starting number.
For keys and access items, list the type and quantity. Record an item not supplied, a lock problem or a promised additional key as a follow-up matter. Keep sensitive access information out of a publicly shared report.
Turn agreed defects into specific repair actions
Separate an existing cosmetic mark from a problem requiring work. For each agreed repair, record who will arrange it and the next action or appointment. Avoid promising that every item will be completed by a date unless that commitment has actually been made.
Use the property maintenance log to track the work after handover. A move-in form should not be the place where a repair request is recorded and then forgotten.
Review and share the completed handover record
Let the participants review the observations and add corrections or disagreements. Record the date and the method used to acknowledge the completed record. A signature or acknowledgement documents participation; it should not be presented as proof that no hidden defect exists.
Give the appropriate participants a copy and retain the original evidence. When a later correction is added, keep its date and explanation rather than silently changing the initial record.
Connect the baseline with ongoing property records
The move-in inspection describes the starting condition. A routine inspection records later observations. A move-out inspection compares the final condition and other relevant evidence. Keep these stages separate so the original baseline is not overwritten by later visits.
For an editable record structure, see the rental property inspection form guide and the separate Landlord Starter Pack. Explore NyumbaLedger when you prefer records connected to a continuing property workspace.
Frequently asked questions
What is a move-in inspection checklist?
It is a structured record of a unit’s observed condition and the items handed over at the start of a tenancy. It includes existing defects, photographs, meter readings, keys and agreed follow-up.
When should the move-in inspection happen?
Arrange it before or at the agreed handover where practical. Record the actual inspection date separately from the date keys are supplied, particularly when the two events do not occur together.
Does every checklist item have to be marked satisfactory?
No. Record existing defects, items not tested and areas not accessible. An honest limitation is more useful than a satisfactory mark unsupported by an observation or check.
Are photographs enough without a written checklist?
Use photographs alongside written descriptions. A photo needs context such as the unit, room, date and defect reference. The written record also captures keys, meter readings, limitations and agreed actions.
Does signing the checklist prove that everything is safe?
No. It records the observations and acknowledgement described in the document. It is not a substitute for a qualified technical inspection or proof that hidden defects do not exist.
How should an existing defect be described?
State the exact location and what is visible, then add a photo reference and any follow-up. Avoid unsupported technical diagnoses or an unexplained word such as damaged.
Can this checklist decide a later deposit deduction?
Not by itself. It provides baseline evidence. Any later responsibility or deduction needs a separate assessment of the agreement, subsequent evidence and applicable requirements.
What should happen to repairs agreed at move-in?
Create a maintenance action with a responsible person and an agreed next step. Keep it linked to the inspection so the repair can be followed through without rewriting the original condition record.
Related landlord guides
Property Maintenance Log and Tracking Software · Building Manager and Caretaker Responsibilities · Caretaker Management Software
Choose a clearer way to keep your property records
Explore the NyumbaLedger sample demo or view the editable Landlord Starter Pack. The online workspace and downloadable toolkit are separate products. Review current details before purchasing.
Examples on this page are illustrative. Operational templates do not replace qualified legal, accounting or technical advice where it is needed.