Every turnover is a fresh start—and a chance to set expectations for your tenants. A thorough, documented move-in inspection builds trust, reduces surprises, and protects you from unfounded damage claims at move-out. The secret? Create a repeatable checklist that covers all the basics.
Whether you manage one rental or multiple properties, consistency matters. A standardized move-in walkthrough ensures no detail is missed and gives new tenants confidence in the unit’s condition from day one.
Before Tenants Arrive: Lock and Access Control
Security starts before move-in day:
- Re-key or rekey-and-deadbolt all exterior doors: Never assume the previous tenant returned all keys. Fresh locks (or rekeyed cylinders) ensure only your tenants access the unit.
- Test all keys: Verify every key works in its intended lock. Nothing frustrates a new tenant more than a stuck or mismatched key.
- Document lock types and key counts: Record which locks are master-keyed and which are unit-specific. This prevents future mix-ups.
- Secure exterior access points: Patio doors, basement windows, and side gates should lock securely. Replace any broken locks before handoff.
Interior Systems and Safety Checks
Walk through the unit systematically, recording the condition of:
- Smoke and carbon monoxide detectors: Test and document all detectors. Ensure they have fresh batteries and comply with local code. Documenting this upfront protects both you and tenants.
- Windows and doors: Operate each window and door to confirm they open, close, and lock smoothly. Note any stuck or misaligned frames.
- Locks and latches: Interior bedroom and bathroom doors should lock and unlock without sticking. Replace any broken hardware.
- Plumbing fixtures: Test all faucets, showers, and toilets. Check for leaks, drips, and proper water pressure. Caulk any gaps around fixtures or pipes.
Electrical Systems and Outlets
Functional electricity and outlets are non-negotiable:
- Test all outlets: Use a plug tester to verify each outlet works. Replace any that are dead or loose.
- Test light switches and fixtures: Flip every switch and confirm lights respond. Replace any burnt-out bulbs and document fixture condition.
- Check for overloaded circuits: If you have older electrical panels, note any obvious signs of strain or damage and address before tenant move-in.
Walls, Flooring, and Finish Details
Document the cosmetic condition meticulously:
- Photograph all rooms: Take dated photos of every room, closet, and fixture. These images are your proof of condition at move-in and invaluable if disputes arise later.
- Note wall damage: Holes, stains, and marks should be recorded with their location. Use a phone photo with a note on the time stamp.
- Inspect flooring: Comment on scratches, stains, or worn spots in carpet or tile. This protects you from damage claims that originated before the tenant moved in.
- Check appliances: If you provide appliances, verify they operate and note their condition. Document any quirks (ice maker doesn’t work, oven runs hot, etc.).
Create a Written Checklist and Walk Together
The most important step? Walk through the unit together with the tenant at move-in. Have them sign off on your inspection report, noting any disagreements or pre-existing damage they spot. This mutual acknowledgment prevents later disputes and sets a professional, transparent tone.
Provide the tenant with a copy for their records. This shows you run a professional operation and establishes clear expectations.
Organize and Archive Documentation
Keep move-in checklists and photos organized by unit and tenant:
- Store digital photos in a dated folder (e.g., “Unit-2A-Move-In-2026-04-15”).
- Keep signed checklists in a property file for reference at move-out.
- Document any repairs or updates made between move-in and move-out on the same checklist.
Getting Started
If you’re juggling multiple properties or need help preparing units for move-in, our team handles move-in readiness inspections and repairs. We’ll ensure every lock works, every outlet functions, and your unit is documented thoroughly. Request a quote or call 617-780-5293 for turnover support.