How to Document Your Apartment's Condition Before Moving In

Take photos and video on move-in day, before you unpack anything

The strongest protection for your security deposit is a timestamped record of what the apartment looked like when you arrived. Take photos of every room, closet, appliance, and wall — including damage that was already there. Use your phone's camera; the date stamp is built in. If your phone doesn't show the date on the photo itself, take a photo of that day's newspaper or your lease with the date visible, then photograph the apartment.

Video is even better than still photos because it shows the full scope of a room and proves you didn't stage the damage. Walk through each room slowly, narrating what you see: "This is the kitchen. There's a dent in the refrigerator door on the left side. The linoleum has a tear near the stove." Speak the date and time aloud at the start of the video. A two- to three-minute video per room is enough.

Do this on the day you get the keys, before furniture arrives. Landlords expect to see move-in photos taken immediately — photos taken weeks later are harder to defend because damage could have happened in between.

Key Takeaways

• Photograph or video every room, closet, appliance, and visible damage on the day you move in, before you unpack or rearrange anything.
• Make sure the date and time appear on your photos or video, either through your phone's built-in timestamp or by filming the date yourself.
• Send copies of your photos to your landlord in writing within a few days of move-in, and keep your own copies in cloud storage or email.
• Document pre-existing damage in writing on your move-in inspection form if your landlord provides one, and ask them to sign it.
• If your landlord claims you caused damage at move-out, your move-in photos are your proof that the damage was already there.

What to photograph and how to show damage clearly

Photograph the condition of walls, floors, and ceilings in every room. Take wide shots so the room is recognizable, then close-ups of any marks, stains, holes, or discoloration. For walls, photograph at an angle so the light catches any dents or gouges. For floors, get down low so scratches and worn spots show up in the photo.

Photograph all appliances — refrigerator, stove, dishwasher, microwave — inside and out. Open cabinet doors and photograph the insides. Photograph the condition of light fixtures, ceiling fans, blinds, and window screens. If there are water stains on the ceiling or walls, photograph them. If paint is peeling, if grout is missing, if there are cracks in tile, photograph all of it.

Photograph the bathroom in detail: the condition of the toilet, tub, shower, sink, and any mold or mildew. Photograph closets, including the rods and shelves. If the carpet is stained or worn, photograph it. If there are burn marks on the stove or countertop, photograph them. The goal is to have visual proof of every defect that existed before you moved in.

How to send photos to your landlord and keep records

Send your photos to your landlord in an email within three to five days of move-in. Write a simple message: "I'm sending you photos of the apartment's condition on [date]. These show the existing damage and wear. Please let me know if you need any additional photos." Keep a copy of that email and the photos for your records.

Save your photos in at least two places: on your phone and in cloud storage (Google Photos, iCloud, OneDrive, or Dropbox all work). Cloud storage protects you if your phone is lost or damaged. If your landlord later claims you caused damage, you will have the original files with timestamps intact.

If your landlord provides a move-in inspection form — a checklist of the apartment's condition — fill it out honestly and note any damage you see. Write "pre-existing damage" or "damage present on move-in" next to each item. Ask your landlord to sign and date the form, and keep a copy. This form, combined with your photos, is the strongest evidence you have.

What happens if your landlord disputes damage at move-out

When you move out, your landlord will inspect the apartment and may claim you caused certain damage. They will deduct the cost of repairs from your security deposit. Your move-in photos are your defense: they prove the damage existed before you lived there.

If your landlord deducts money for damage shown in your move-in photos, you have grounds to dispute the deduction. Send your landlord a message with the photos attached: "The damage you charged me for on [item] is visible in my move-in photos from [date]. I did not cause this damage." Many landlords will reverse the charge rather than argue.

If your landlord refuses to reverse it, you can file a complaint with your state's housing authority or small claims court. Your move-in photos are evidence that will likely win the case for you. Without photos, it becomes your word against theirs, and you will lose.

Using video to document the full apartment

A video walkthrough is harder for a landlord to dispute than individual photos because it shows the apartment as a continuous space. Start the video in the living room and walk through every room in order. Open closets, cabinets, and drawers. Show the condition of appliances by opening them. Narrate as you go: "The living room carpet has a stain in the corner. The bedroom closet has a broken shelf. The kitchen sink has rust around the drain."

Keep the video steady and move slowly enough that damage is visible. A shaky, fast video is harder to use as evidence. Speak the date and time at the start: "This is my move-in video for [address] on [date] at [time]." Save the video file with the date in the filename, like "Apartment_MoveIn_2024-03-15.mp4".

Send the video to your landlord the same way you send photos — in an email within a few days of move-in. You can also upload it to cloud storage as a backup.

Photographing damage in poor lighting or hard-to-see areas

If a room is dark, turn on all the lights before photographing. If natural light is better, open the blinds or curtains. For closets and cabinets, use your phone's flashlight or turn on the overhead light. The goal is to show the damage clearly enough that anyone looking at the photo can see it.

For small damage like scratches or marks, get close enough that the damage fills a good portion of the frame. A photo of a tiny scratch in a huge room is hard to see. Take both a wide shot showing where the damage is located and a close-up showing the damage itself.

If you have a smartphone with a macro or close-up mode, use it for small damage. If your phone doesn't have that feature, simply get as close as you can while keeping the image in focus.

What to do if your landlord won't let you photograph

Your right to photograph the apartment before move-in is protected in most states. You own the lease and the right to document its condition. If your landlord or property manager tells you that you cannot take photos, you can still proceed — you have the legal right to do so.

If a landlord actively prevents you from photographing or becomes hostile about it, that is a red flag. Document the refusal in writing: send an email saying "I asked to photograph the apartment on [date] and was told I could not. I am documenting this refusal." Keep that email. Then photograph the apartment anyway when the landlord is not present, or ask a friend to photograph it for you.

In some states, a landlord's refusal to allow move-in photos or to provide a signed inspection form can be used as evidence that they are hiding pre-existing damage. This works in your favor if you end up in a dispute.

Frequently Asked Questions

Do I need to photograph the outside of the building or just the inside of my apartment?

Photograph only the inside of your apartment — the rooms you are renting and responsible for. You are not responsible for the building's exterior, common hallways, or shared spaces. Focus on your bedroom, bathroom, kitchen, living room, closets, and any other space included in your lease.

What if I move in on a weekend and can't reach my landlord to send photos?

Send the photos by email anyway. Email is timestamped and creates a record even if your landlord doesn't read it immediately. You have documented the condition on the day you moved in, which is what matters. Your landlord will see the email when they check it, and the timestamp proves when you sent it.

Can I use photos from my previous apartment to show what normal wear looks like?

No — your previous apartment is not relevant. Your landlord can only deduct for damage beyond normal wear in your current apartment. Focus your documentation on your current apartment only. Photos of a different unit will not help you.

If I find damage after move-in day, can I still photograph it and send it to my landlord?

Yes, but note the date you discovered it. Send an email: "I found this damage on [date] and am reporting it now. I did not cause it." The later date makes it slightly weaker evidence than move-in photos, but it is still useful. Your landlord may have caused it or it may have been hidden on move-in day.

What if my landlord says the move-in photos don't prove anything because I could have caused the damage after taking them?

That argument rarely works because the photos are timestamped and you have a written record of sending them to your landlord within days of move-in. If you also have a signed move-in inspection form, that is even stronger. In small claims court, a judge will find the timestamped photos credible, especially if your landlord has no photos of their own from move-in day.