A rental walk-through is an inspection done by the landlord or property manager, oftentimes accompanied by the tenant(s), at the beginning and end of the lease. This walk-through is also called a move-in/move-out inspection because it happens at the beginning and end of the lease. Rental walk-throughs are important for both landlords and tenants.
A move-in inspection allows the renter to take note of any issues with the rental, such as broken window latches, carpet stains, or appliance malfunctions. If these issues are properly recorded, the renter has a way to prove they did not damage the property during their lease because those issues existed before they moved in. A move-out inspection allows the landlord to assess the property for any damage. The cost for said damage (if any) will likely come from the tenant’s security deposit. To make things easier, we suggest using a rental walk-through checklist.
How to Do a Rental Walk-Through
Before a renter moves into your property, they will likely request a property tour. Keep in mind that this is different from a rental walk-through. The tour will take place before the lease is signed, whereas the rental walk-through (move-in inspection) will happen after the i’s are dotted and the t’s are crossed. The move-in inspection can be done any time after the lease is signed and the property is vacant, cleaned, and ready for move-in day. You may also conduct the move-in inspection on move-in day — whatever works best for you and your tenant(s).
When conducting a rental walk-through, you should:
Provide a rental walk-through checklist
When completing the move-in inspection with your tenant, it is important to track any damages to the property. By providing a rental inspection checklist (a copy for both of you), you can easily make note of any issues you see. It’s easiest if the checklist is broken up by room or designated area.
Each room on your checklist should be divided into elements, including floor, walls, doors, windows, etc. with a space by each element for notes. At the end of the form will be a place for both of your signatures. After you’ve completed the move-in inspection, you can both sign and date the checklist. Keep a copy for yourself and make a copy for your tenant.
Walk through the property with your tenant
It’s important for both the landlord and tenant to walk through the property and use the checklist. The move-in inspection is a time for the tenant to take note of any potential issues that they want to avoid being charged for after they move out. Although some landlords and property managers may not request the tenant’s presence at the move-out inspection, it’s good to give your tenants the option. It may be a way to avoid any disagreements later when it comes to property damage deductions from the security deposit that are beyond normal wear and tear. During the move-out walk-through, you can calmly discuss the property damage or necessary repairs, if any.
Additionally, make sure to keep a personal record of the costs associated with necessary repairs. You can record your expenses manually, or with our expense tracking platform. Upload receipts for repairs and export the expenses in PDF form. Having these documents on hand can help keep you organized and minimize disputes regarding security deposit deductions.
Avoid taking note of every imperfection
Normal wear and tear happens in every residential property, and tenants shouldn’t expect a property that’s several years old to be in perfect condition. However, the property should be habitable, clean, and ready for the tenant to move in. Although a tenant may want to look for every scratch and imperfection in the rental property to avoid being charged for them later on, it’s important to remind them to keep things simple.
By that, we mean to only take detailed note of issues beyond normal wear and tear. For instance, if there is a molding on the wall that has been chewed to bits by a previous tenant’s pet, that should be taken note of. If there is a small paint chip in the sink, your tenant shouldn’t worry about writing that down. That is considered normal wear and tear, and the move-in inspection is a great time to discuss the difference between normal wear and tear and property damage with your new tenant.
Take pictures and videos
There is no better proof than physical evidence. If a tenant finds damages to the property, they can simply take photos during the move-in inspection to show the landlord when move-out day comes to avoid being charged. If the damage keeps the unit from being habitable, then it should be repaired as soon as possible. Pictures and video will also help the tenant remember what the property looked like when they moved in so they can return it to its original glory before they move out. During the move-out inspection, photos and videos will help the landlord show the tenant damage they have caused that will need to be repaired.
Have the unit ready before the move-in walk-through
The tenant shouldn’t have to make note of any build-up of dust or mildew during the move-in walk-through. As the landlord, it’s your job to provide a habitable living environment for your tenants, and properly repairing damages and thoroughly cleaning the rental before your next tenant moves in is a part of that job. It’s also important to do a property inspection of your own before the tenant moves in. Is the air conditioner working? How about the refrigerator? Check every appliance in the property to avoid making repairs immediately after the move-in inspection. If the property is in good condition when the tenant moves in, they are more likely to keep it that way during their lease term.
Rental Inspection Checklist
The best way to handle the rental walk-through is to provide your own checklist. You and your tenant(s) should each have a copy of the checklist during the move-in inspection. You may either ask that the tenant provides you with their copy of the checklist immediately after the inspection, or you can give them a short period of time in which it must be returned to you (usually 24-48 hours after the inspection).
After the tenant has either handed you their filled-out physical copy of the checklist or emailed you a copy, you will then print out a copy for yourself and the tenant for both of your records. If there are issues noted on the checklist that require repair, try to do so in a timely manner to start things off on the right foot with your tenant (e.g., electrical outlets not working, ice maker not making ice, etc.) During the move-out inspection, you can both use the checklist to make note of any damage you see in the property and compare it to the notes in the move-in inspection.
Each room in your rental property should be broken down into elements, like flooring, doors, windows, etc., to make the checklist more organized. You may add (or remove) any elements to personalize it to your rental. If there is more than one bedroom or bathroom in your unit, make sure to have an additional section for bedroom number two, bathroom number two, and so on. If you have more than one tenant moving in, they will only need to complete one walk-through checklist, but will all need to sign the checklist before returning it to you.
Here is a sample checklist to get you started:
How to Complete the Checklist
As you walk through the apartment, use the following abbreviations to note any damage:
- NA = Not applicable
- SC = Scratched
- DT = Dented
Please complete this walk-through checklist within (x) days of moving in. Sign and return to the landlord. A signed copy will be returned to you. Each party should keep a copy of the signed checklist for their records.
Remember that rental walk-through checklists benefit both you and your tenant(s) during the move-in/move-out process. A checklist allows you to stay organized and keeps communication open between you and your tenant. Your rental walk-through checklist serves as evidence of the property’s condition before move-in day and its condition upon move-out day. Check out our ultimate landlord-tenant checklist if you’re looking for more ways to prepare before your next tenant moves in.
Frequently Asked Questions
What are some less commonly reviewed items in a walk-through checklist?
As you walk through the apartment, check less commonly reviewed items, such as appliances, heating and air conditioning systems, and electrical sockets. Check the windows and doors to ensure all locks function correctly, and finally, assess the apartment for signs of pests or critters.
Are walk-through checklists legally required?
While walk-through checklists are not required, some states require landlords to provide documents to tenants that state the condition of the rental property before moving in. These states are Arizona, Georgia, Hawaii, Kansas, Kentucky, Maryland, Massachusetts, Michigan, Montana, Nevada, North Dakota, Virginia, Washington, and Wisconsin.
