Move-In/Move-Out Inspections: Complete Guide with Photo Documentation

Property inspections are your #1 defense against security deposit disputes. A thorough move-in and move-out inspection protects both you and your tenant by creating an objective record of the property's condition. This guide shows you exactly how to conduct professional inspections that hold up in court.

Download our Free Move-In/Move-Out Inspection Checklist with photo documentation guide and security deposit deduction worksheet.

1 / Why Property Inspections Are Non-Negotiable

The numbers don't lie: 95% of security deposit disputes can be avoided with proper documentation. Yet many landlords skip this crucial step or rush through it, leading to headaches, lost money, and potential legal issues.

The Cost of Skipping Inspections

Without proper documentation:

Average security deposit dispute: $1,200-2,500
Small claims court filing fees: $50-250
Time spent: 10-20 hours (court prep, appearance)
Lost rent during dispute: $500-2,000/month
Damage to landlord reputation: Priceless

With thorough inspections:

Disputes: Rare (less than 5%)
Win rate when disputes occur: 90%+
Time investment: 30-45 minutes per inspection
Cost: Free (or minimal for good camera)

Legal Protection

In many states, landlords must conduct and document move-in inspections to legally withhold security deposit funds for damage. Without this documentation, you may be forced to return the full deposit even if damage occurred.

2 / Move-In Inspection: Setting the Baseline

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

Timing is Critical

Best Practice: Schedule the move-in inspection 24-48 hours before the tenant takes possession.

Why?

Property is empty and easy to inspect
Tenant can see condition without their belongings
Any issues can be addressed before move-in
Creates clear baseline before tenant impact

What to Inspect

Every Room:

Walls (paint, holes, marks, texture)
Ceilings (cracks, stains, water damage)
Floors (carpet stains, hardwood scratches, tile cracks)
Windows (glass, screens, locks, tracks)
Doors (operation, locks, damage, alignment)
Light fixtures and switches
Electrical outlets
Smoke and CO detectors

Kitchen:

All appliances (test functionality)
Cabinets (doors, shelves, hardware)
Countertops (chips, cracks, stains)
Sink and faucet (leaks, operation)
Flooring

Bathrooms:

Fixtures (sink, toilet, shower/tub)
Grout and caulking condition
Ventilation fan (test)
Tile condition
Plumbing (no leaks)

Systems:

HVAC (heating and cooling work)
Water heater (no leaks, proper temperature)
Plumbing throughout (no visible leaks)
All smoke detectors functional
Carbon monoxide detectors functional

Exterior:

Siding, paint, overall condition
Roof (visible condition from ground)
Gutters and downspouts
Landscaping current state
Driveway, walkways, fences

3 / Photo Documentation Strategy

Photos are your most powerful evidence. Here's how to do it right:

Photo documentation guide for property inspections

Essential Photography Rules

Rule 1: Take More Than You Think You Need

Minimum: 100 photos for a 2-bedroom apartment
Recommended: 150-200 photos for thorough documentation
Why: You'll never regret having too many photos

Rule 2: Wide Shot + Close-Up

Take a wide shot of each room showing overall condition
Then take close-ups of specific features
This provides context and detail

Rule 3: Document Everything Even if something is in perfect condition, photograph it. This proves its condition at move-in.

Room-by-Room Photo Checklist

Every Room (6-8 photos minimum):

Wide shot from doorway
Each wall individually
Ceiling
Floor/carpet (multiple angles)
Windows (open and closed)
Any defects or wear (close-up)

Kitchen (15-20 photos):

All appliance exteriors and interiors
Inside cabinets (showing shelf condition)
Under sink (check for leaks)
Stovetop, oven interior
Refrigerator interior
Countertops and backsplash
Flooring from multiple angles

Bathrooms (12-15 photos per bathroom):

Toilet (bowl, tank, base)
Shower/tub (multiple angles)
Grout and caulking close-ups
Sink and vanity
Mirror and fixtures
Flooring (especially around toilet)
Exhaust fan

Technical Tips

Camera Settings:

Date stamp: Enable date/time stamp on camera
High resolution: Use highest quality settings
Natural light: Open blinds for accurate colors
Flash carefully: Use for dark areas but avoid glare

Organization:

Folder structure: Property Address > Date > Room Name
Filename convention: "Property_Date_Room_Description.jpg"
Backup immediately: Upload to cloud storage same day
Multiple backups: Cloud + external drive + printed if possible

Mobile Apps for Inspections:

Cascadium Documenting - Purpose-built for property inspections
PropertyWare - Professional inspection tools
Google Photos - Automatic date stamping and cloud backup
Timestamp Camera Free - Adds date/time/GPS to photos

4 / Conducting the Inspection Walkthrough

Room-by-room property inspection checklist

Step-by-Step Process

1. Schedule Properly

Give tenant 24-48 hours written notice
Allow 1-2 hours for thorough inspection
Choose time with good natural lighting (mid-morning best)
Tenant should be present but not required

2. Come Prepared

Printed inspection checklist
Clipboard and pens
Fully charged camera/smartphone
Flashlight for dark areas
Tape measure (for documenting damage size)
Notepad for additional notes

3. Start at Front Door Work systematically through the property:

Entry/foyer
Living areas
Kitchen
Bedrooms (each separately)
Bathrooms (each separately)
Laundry area
Garage/carport
Exterior and landscaping

4. Use Consistent Rating System

We recommend this 5-point scale:

| Rating | Description | Example | |--------|-------------|---------| | E - Excellent | Like new, no wear | Recently painted walls | | G - Good | Minor wear, normal | Slight carpet wear in traffic areas | | F - Fair | Noticeable wear but functional | Faded paint, old but clean carpet | | P - Poor | Significant wear, needs attention soon | Heavily worn carpet, dinged walls | | D - Damaged | Non-functional or requires immediate repair | Broken fixture, large hole in wall |

5. Test Everything

Turn on every light switch
Test every electrical outlet (phone charger)
Run water in every sink/tub/shower
Flush every toilet
Test all appliances
Open and close all windows
Lock and unlock all doors
Test HVAC heating and cooling
Push smoke detector test button

6. Note Pre-Existing Damage Be specific and detailed:

❌ Bad: "Bedroom carpet worn" ✅ Good: "Master bedroom carpet shows heavy wear in 3ft x 4ft area in front of closet. Two small stains near window (6 inches each). See photos 42-45."

❌ Bad: "Kitchen appliances work" ✅ Good: "All kitchen appliances tested and functional. Small dent on lower left refrigerator door (2in diameter). Oven interior shows normal baking residue. See photos 67-73."

7. Document Keys and Access Items

Count and record all keys provided
Test each key in its lock
Note garage openers, gate fobs, mailbox keys
Photograph keys if unique or numerous

5 / Getting Tenant Acknowledgment

Security deposit dispute prevention flowchart

Critical: Tenant Signature Required

Your inspection documentation isn't complete without the tenant's acknowledgment.

Best Practices for Signatures

1. Review Together

Walk through the completed inspection form with tenant
Explain any noted damage or concerns
Allow tenant to add notes or comments
Address any disagreements immediately

2. Provide Copy Immediately

Give tenant a complete copy before they leave
Include one set of photos on CD/USB or via email
Keep original signed copy for your records

3. Include Acknowledgment Statement

Standard language to include:

"I acknowledge that I have inspected the property located at [ADDRESS] and that this inspection report accurately reflects the condition of the property as of [DATE]. I understand that I am responsible for any damage beyond normal wear and tear that occurs during my tenancy."

4. Handle Disagreements If tenant disputes any findings:

Take additional photos together
Document tenant's specific concerns in writing
Consider having both parties initial disputed items
May need neutral third party for significant disputes

5. Digital Signatures

Now legally acceptable in most states
Use DocuSign, HelloSign, or Adobe Sign
Include timestamp and IP address
Email copy to tenant immediately

6 / Move-Out Inspection: The Comparison

The move-out inspection compares the property's current condition to the baseline established at move-in.

Timing Considerations

Option 1: Tenant Present (Recommended)

Schedule after tenant vacates but before they turn in keys
Allows tenant to address minor issues
Reduces disputes dramatically
Promotes good landlord-tenant relationship

Option 2: After Tenant Vacates

Easier to inspect without tenant present
More flexibility in scheduling
Can be more thorough
Higher risk of disputes

Best Practice: Offer tenant the option to be present, but don't require it.

Using Your Move-In Documentation

Side-by-Side Comparison:

Open move-in photos on tablet/laptop
Take new photos from same angles
Note any changes in condition
Distinguish between normal wear and damage

Normal Wear and Tear vs. Damage

This distinction is crucial for security deposit deductions.

Normal Wear and Tear (Cannot Deduct):

Paint fading or minor scuffs
Carpet wear in traffic areas
Small nail holes for pictures
Hardware tarnishing
Caulking deterioration over time
Minor scratches on floors
Filter/screen wear

Damage Beyond Normal Wear (Can Deduct):

Large holes in walls
Pet damage (stains, scratches, odors)
Broken fixtures or appliances
Missing/damaged blinds
Burns on countertops or carpet
Broken windows or screens
Excessive dirt requiring professional cleaning
Damaged doors or cabinets

The Timeline Test: Generally, items that would need replacement within the normal wear and tear timeline cannot be fully charged to tenant:

Carpet: 5-7 years
Paint: 2-3 years
Vinyl flooring: 10 years
Appliances: 10-15 years

Cleaning Standards

Broom Clean (Minimum Standard):

Swept floors
Wiped counters and appliances
Bathroom cleaned
No trash or personal items left

Professional Clean (If Specified in Lease):

Deep cleaned carpets
Professional house cleaning
Windows cleaned inside and out
All appliances detailed

Document Cleaning Status: Take photos showing:

Overall cleanliness level
Any areas requiring professional cleaning
Trash or items left behind
State of appliances and fixtures

7 / Security Deposit Deductions

If you need to make deductions, thorough documentation is essential.

Legal Requirements

Most states require:

Itemized list of all deductions
Receipts or estimates for repairs
Photos showing damage
Delivery within deadline (typically 14-30 days)
Return of remaining deposit with itemization

Creating Your Deduction Report

Include:

Description of damage
Location in property
Cost to repair (with receipt or estimate)
Reference to move-in condition
Photos showing damage

Example:

Damage: Carpet stain removal - Living Room
Location: Center of living room, 3ft x 4ft area
Move-In Condition: Carpet rated "Good" - no stains (see photo #23)
Move-Out Condition: Dark brown stain, likely beverage (see photo #156)
Repair: Professional carpet cleaning - $150.00
Receipt: ABC Carpet Cleaning, Invoice #4521

Calculating Deductions

For Repairs: Charge actual cost of repair:

Get itemized receipt from contractor
Include labor and materials
Reasonable and customary rates

For Replacements: Must pro-rate based on useful life:

Item cost: $500
Useful life: 5 years
Age at damage: 2 years
Remaining life: 3 years
Deduction: $500 × (3/5) = $300

Example Calculation:

Carpet replacement needed due to pet damage:

New carpet cost: $2,000
Carpet age: 3 years
Expected life: 7 years
Remaining value: 4/7 = 57%
Deduction: $2,000 × 0.57 = $1,140

Documentation to Include

Send to Tenant:

Itemized deduction list
Photos showing damage
Receipts or written estimates
Copy of original move-in inspection
Check for remaining deposit (if any)
Explanation of how amounts were calculated

8 / Common Inspection Mistakes

Mistake #1: Rushing the Process

Problem: Missed damage leads to disputes

Solution: Schedule sufficient time (1-2 hours minimum)

Mistake #2: Poor Lighting

Problem: Photos don't show damage clearly

Solution: Open all blinds, use flash carefully, inspect during daylight

Mistake #3: Vague Descriptions

Problem: "Needs cleaning" doesn't hold up in court

Solution: Specific descriptions: "Grease buildup on stovetop and range hood requiring professional degreasing"

Mistake #4: No Tenant Acknowledgment

Problem: Tenant claims damage existed at move-in

Solution: Get signature on inspection report at move-in

Mistake #5: Inconsistent Inspections

Problem: Move-out photos taken from different angles than move-in

Solution: Reference move-in photos during move-out, try to match angles

Mistake #6: Not Testing Everything

Problem: Tenant discovers issue after move-in, claims it existed

Solution: Test every switch, outlet, appliance, door, window during inspection

Mistake #7: Losing Documentation

Problem: Can't prove condition when dispute arises months later

Solution: Multiple backups (cloud + external drive), organized file system

Mistake #8: Ignoring Normal Wear and Tear

Problem: Illegal deductions, potential lawsuits

Solution: Learn and apply state-specific definitions of normal wear

9 / Digital Inspection Tools

Modern technology makes inspections easier and more professional.

Recommended Apps

1. Property Inspection Apps:

Inspection Support Network (ISN)
HomeGauge Inspector
Spectora
Easy Inspection Reports

Features:

Pre-built room templates
Photo attachment to specific items
Automatic report generation
Cloud storage and backup
Digital signature capture

2. Photo Management Apps:

Google Photos: Free, unlimited storage, automatic date organization
Cascadium: Purpose-built for rental inspections
CompanyCam: Timeline view, easy sharing with contractors

3. Document Management:

DocuSign: Electronic signatures
Adobe Sign: PDF forms and signatures
Dropbox: Cloud storage and sharing

Creating Digital Workflow

Efficient Process:

Pre-inspection: Create folder structure in cloud
During inspection: Use inspection app or checklist app
Photo management: Auto-upload to Google Photos
Report generation: Use app or create in Google Docs
Signature collection: DocuSign or in-person
Distribution: Email PDF to tenant immediately
Archive: Save to property folder with lease documents

10 / State-Specific Considerations

Inspection requirements and security deposit laws vary by state.

Key Differences by State

California:

Must provide itemized statement within 21 days
"Walk-through" inspection required (tenant can attend final inspection)
Initial pre-move-out inspection must be offered

New York:

No statutory requirement for move-in inspection
Security deposit itemization required within 14 days
Photos strongly recommended

Texas:

Must provide itemized list within 30 days
No specific inspection requirement
Landlord must refund deposit or provide itemization

Florida:

15 days for notice of intention to claim deposit
30 days to return remaining deposit
Move-in inspection not required but highly recommended

Illinois:

30-45 days to return deposit (depending on property size)
Must provide itemized statement
Photos must be taken within 72 hours of move-out

Research Your State Laws

Essential Questions:

Is move-in inspection legally required?
What timeline for security deposit return?
What must be included in itemized deductions?
Are there specific normal wear and tear definitions?
What notice is required for move-out inspection?

Resources:

Your state bar association website
Department of Consumer Affairs
Local landlord associations
HUD.gov (federal fair housing)

Key Takeaways

✅ Conduct thorough move-in inspections to establish baseline condition

✅ Take 100+ photos minimum with good lighting and multiple angles

✅ Use consistent rating system (Excellent/Good/Fair/Poor/Damaged)

✅ Get tenant signature acknowledging property condition

✅ Provide copies to tenant immediately after inspection

✅ Test all appliances, fixtures, and systems during inspection

✅ Document everything even items in perfect condition

✅ Store photos securely with multiple backups in cloud storage

✅ Compare move-out to move-in using side-by-side photos

✅ Distinguish normal wear from damage per state definitions

✅ Itemize deductions properly with photos and receipts

✅ Follow state-specific timelines for security deposit returns

Next Steps

Download our free inspection checklist at Move-In/Move-Out Inspection Template
Review your state's laws regarding inspections and security deposits
Set up digital workflow with cloud storage and backup system
Schedule move-in inspection 24-48 hours before tenant occupancy
Take 100+ photos documenting every aspect of property
Get tenant signature and provide copy immediately
File with lease documents for easy access at move-out

Proper inspections take time upfront but save countless hours and dollars in disputes. Make it a non-negotiable part of your tenant onboarding and offboarding process.

Ready to conduct professional property inspections? Download our complete inspection checklist with photo guide and start protecting your investment today.