There is one very important document that you need to complete before your tenant begins unpacking the box and settles down to the new rental properties. This simple yet essential document will help you record the terms of the rental property at the start of a lease, prevent security deposit disputes, and hold the parties liable.
Whether you rent in Indianapolis or a landlord in Dallas, it’s important to understand what a move-in checklist is and how to complete it.
What is a Moving-in Checklist?
“The Move-In Checklist is a detailed document used by both landlords and tenants to record the condition of the property on the lease at the start of a lease,” says Laura Baron, owner of all counties Denver Metro Property Management. “It usually includes items such as walls, floors, appliances, plumbing and supplies, and has space for notes on existing damage and issues. This checklist is essential to protect both parties. The landlord will be relieved by tracking wear and tears and preventing the tenant from disputes over security deposits upon retirement.”
Why do landlords and tenants need a occupancy checklist?
Chris Bruce of Green River Property Management explains why both parties benefit from the travel checklist.
“An occupancy checklist is an important document that both renters and landlords use to accurately record the condition of a rental property at the start of a lease. It usually includes a detailed review of internal and external elements such as walls, floors, ceilings, appliances and equipment.
The occupancy checklist provides important protection:
For tenants:
Prevents previous tenants from claims for damages.
For the landlord:
Prove when damage occurs and hold tenants accountable for excessive wear and tear
“It helps to ensure that important requirements are met,” says Brett Drevlow of Evernest. “After all, do you want to hand over your keys to someone who hasn’t paid their deposit yet?”
What is included in the occupancy checklist?
The occupancy checklist includes general information that applies to most types of properties as well as items specific to the rental unit being leased. Must include:
Tenants and property information
The occupancy checklist must start with general information.
It includes property address, unit number and name of the tenant, whether it includes a garage, storage unit or parking space
Next, break it down for each room with space for notes about the state of each item.
General items
Doors, hardware, lock windows, screens, cover flooring (wood, carpet, tile) ceiling and wall lighting and outlet fire alarms and smoke detectors
“The more thoroughly documented the status of a property before moving in or entering the country, the more useful the checklist will be when performing a mobile inspection after tenants are vacant,” said Steve Simpson of CFL Property Management. “Ac filter cleanliness, burnout, missing bulbs, dust on ceiling fans and sliding door trucks, touch-up paint for mismatches – everything needs to be documented, and that’s just the beginning.”
kitchen
Appliances (refrigerators, ovens, stoves, dishwasher) Sinks: Water pressure, drainage, leakage cabinets, counter lighting and outlets
Dining area
Electric outlets and lighting fixtures on floors, walls and ceilings
living room
Flooring (check for dirt, damage, or pet wear) Wall and ceiling condition Built-in shelves and supplies
bedroom
Wall condition behind window and lock closet door and shelf wall condition
Bathroom
Sink, bathtub, toilet (check leaks and pressure) mirror, cabinet, towel rack exhaust fan and GFCI outlet
Please note that the types of rental properties may vary. The above list provides a general overview. If there are unique items specific to the rental unit, they must also be included.
Differences between House vs Apartment Checklists
Detached homes often have extensive checklists. Some additional items listed on the home checklist include:
Electricity, plumbing, and HVAC systems. Additional outdoor structures such as garages and sheds. Exterior areas such as driveways, parking, gardens, balconies, patios and more. Lawn, backyard, entrance stairs, fence/gateway, tables, or covers.
“For properties with external elements, the checklist may include areas such as entrances, porches, decks, garages, assigned parking, gardens and landscaping conditions,” says Lori Hendricks of Dennis Property Management. “Some checklists also focus on signs of pest presence and invasion. The goal is to create a clear, shared understanding of the real estate’s condition when it is moved in.”
If you are renting an apartment, the checklist will be easier. Tenants are generally not responsible for common areas such as hallways, gyms, and lobbies, but they must inspect the functions within the unit, such as thermostats, light switches, and storage.
How to record the condition of a rental property – Important terms to know
It is important to get detailed notes when completing the move-in checklist. The most common abbreviations for recording the state of a property are:
S – Satisfaction
NC – Cleaning is required
NM – Maintenance required
NP – Painting is required
NR – Repair required
NSC – Spot cleaning required
RP – Replacement required
SC – Scars/Scars
DT – dent
CP – Chip
ST – Stained
NA – Not applicable
Take notes on all conditions within the rental, from carpet conditions to wall markings and cracked bathroom tiles. You want to show that you did not do any damage. You can add additional notes about each room in the comments section.
Better yet, attach a photo to the form or email each image’s title to identify the room, issue, or date. Landlords need to resolve issues that violate the laws of their state landlords and tenants.
When should my tenants complete the checklist?
Ideally, tenants should fill out a checklist on the day they move in before bringing in furniture. Some landlords are allowed up to 72 hours after moving in. If possible, the landlord and tenant should do a walkthrough together, review the checklist and sign off.
The tenant is:
Please submit a organized, thorough repair request immediately.
State that need to provide a move-in checklist to landowners
According to Nolo, 14 states require landlords to provide tenants with occupancy checklists.
Arizona GeorgiaHawaiiKansasKentuckyMarylandMassachusettsMichiganMontanaNevadaNorthDakotaVirginiaWashingtonWisconsin
Documenting the status of the rental is still a good idea, even if the state doesn’t require it. It helps to protect both parties in case of a legal dispute. Tenants may be encouraged to take better care of the property, and landlords have documentation to support the fees they hold from the deposit to cover excessive wear and tear.
