Move-In Documentation Guide
Proper documentation at move-in is your best protection for getting your security deposit back. Here's exactly what to photograph and how to do it right.
Why Documentation Matters
When you move out, landlords can deduct from your security deposit for damage beyond normal wear and tear. Without proper move-in documentation, you have no proof that damage existed before you moved in.
Thorough documentation protects you by:
- Providing evidence of pre-existing conditions
- Creating a clear baseline for the property's condition
- Preventing disputes over damage you didn't cause
- Supporting your case if you need to go to small claims court
Common mistake:Many tenants skip documentation or only take a few photos. When move-out comes, they lose hundreds or thousands of dollars in deposit deductions for damage they didn't cause.
What to Document
Document everything, even things that seem fine. You want a complete record of the property's condition.
Always Document
- Walls and ceilings: Scuffs, nail holes, cracks, water stains, paint condition
- Floors: Scratches, stains, worn areas, loose tiles or boards
- Windows: Cracks, broken seals, screens, locks, blinds condition
- Doors: Scratches, dents, hardware, lock function
- Appliances: Condition, cleanliness, any damage or rust
- Fixtures: Light fixtures, faucets, towel bars, toilet condition
- Cabinets and closets: Interior condition, shelves, doors
- Countertops: Chips, burns, stains, scratches
Easy to Miss
- Inside the oven and refrigerator
- Under sinks (check for water damage)
- Closet interiors and shelves
- Garage floor and walls
- Patio or balcony surfaces
- HVAC vents and filters
- Smoke detector condition
- Exterior areas you're responsible for
How to Take Proper Photos
Not all documentation is equally useful. Follow these guidelines to ensure your photos hold up if disputed.
Photography Tips
- Enable timestamps: Turn on date/time stamps in your camera settings, or use an app that adds timestamps to photos
- Take wide shots first: Photograph each room from multiple angles to show overall condition
- Then take close-ups: Get detailed shots of any damage, wear, or issues
- Good lighting: Take photos during daylight or turn on all lights
- Be systematic: Work room by room, don't skip anything
- Include context: For close-ups, include enough surroundings to identify the location
Pro tip:Take a video walkthrough in addition to photos. Narrate as you go, pointing out any issues. Video with audio provides excellent documentation that's hard to dispute.
Room-by-Room Checklist
Use this checklist to ensure you don't miss anything. Check each item and note any issues.
Kitchen
- Refrigerator (inside, outside, ice maker, water dispenser)
- Oven/stove (burners, interior, broiler)
- Dishwasher (interior, racks, door)
- Microwave (interior, exterior, turntable)
- Countertops and backsplash
- Sink and faucet (test for leaks)
- Garbage disposal (test it)
- All cabinet interiors and doors
- Flooring condition
Bathroom(s)
- Toilet (bowl, tank, seat, base seal)
- Tub/shower (surface, caulking, grout, drain)
- Sink and faucet
- Vanity/cabinet condition
- Mirror (cracks, black spots)
- Towel bars and hardware
- Exhaust fan (test it)
- Flooring and baseboards
Bedroom(s)
- All walls (each wall separately)
- Ceiling condition
- Flooring/carpet throughout
- Closet interior, shelves, rod, doors
- Windows and window treatments
- Light fixtures and switches
- Electrical outlets (test them)
- Door and door hardware
Living Areas
- All walls and ceiling
- Flooring throughout
- Fireplace (if applicable)
- Windows, screens, and blinds
- Front door (both sides)
- Thermostat
- HVAC vents
Other Areas
- Laundry area (washer/dryer connections, floor)
- Garage (floor, walls, door operation)
- Patio/balcony surface and railings
- Storage areas
- Water heater area
- Exterior areas you maintain
Submitting Your Documentation
Once you've documented everything, submit it properly to create an official record.
How to Submit
- Use your landlord's preferred method: Many have online portals or forms
- Email with read receipt: Creates a timestamp and delivery confirmation
- Written checklist with signature: Have landlord sign and date your checklist
- Keep copies of everything: Never give away your only copy
Deadline: Submit your move-in documentation within the first few days of your lease, ideally within 48-72 hours. Many states and leases have specific deadlines for reporting pre-existing conditions.
Keeping Your Records Safe
Your documentation is only valuable if you can access it when needed, potentially years later.
Storage Best Practices
- Cloud backup: Upload all photos to Google Photos, iCloud, or Dropbox
- Create a dedicated folder: Name it clearly with address and move-in date
- Save confirmation emails: Keep proof that landlord received documentation
- Keep physical copies: Print key photos and your signed checklist
- Don't delete until after move-out: Keep everything until you get your full deposit back
At move-out:Take the same thorough photos when you leave. Compare them to your move-in documentation to show you're returning the property in the same condition (minus normal wear and tear).