Your Move-In Checklist: What to Document and Inspect Before You Unpack

What to check and document on move-in day

Before you bring in a single box, spend 30 to 45 minutes walking through your apartment with your phone or camera and your lease. Document the condition of every room — walls, floors, appliances, fixtures, and cabinets — by taking photos or video. Open every cabinet and drawer. Run the water in sinks and showers. Test the stove, oven, and refrigerator. Flush the toilet. Turn on lights. This record protects you when you move out, because landlords sometimes deduct from security deposits for damage that was already there.

Many landlords provide a move-in inspection form — a checklist where you note existing damage, stains, or wear. If yours does, fill it out completely and return it within the timeframe your lease specifies (often 7 to 10 days). If your landlord does not provide one, create your own document: a simple list or photo folder labeled with the date and your name. Keep this record for the entire time you live there.

If you find something broken or unsafe — a non-functioning smoke detector, a cracked window, a leaking pipe — report it in writing (email works) on day one or two. This creates a timestamped record that you reported it before you moved in, which matters if your landlord later tries to charge you for the repair.

Key Takeaways

• Take dated photos or video of every room, cabinet, and appliance before you unpack anything, so you have proof of what was already damaged.
• Complete your landlord's move-in inspection form within the deadline stated in your lease, or create your own written record if they do not provide one.
• Report any broken or unsafe items in writing within the first day or two, and keep a copy of that report for your records.
• Locate and test your water shut-off valve, circuit breaker, and thermostat so you know where they are if you need them in an emergency.
• Collect contact information for your landlord, building maintenance, and local utilities before you need them, and post it somewhere visible.

Utilities and emergency systems you need to know about

Ask your landlord or building manager to show you where the water shut-off valve is located — usually under the kitchen sink, in a basement, or outside the building. If a pipe bursts or you have a major leak, you need to turn off the water immediately. The same applies to your circuit breaker or fuse box: know where it is and which breaker controls which room. If an outlet sparks or a light fixture fails, you may need to flip a breaker before calling for repairs.

Locate your thermostat and test it in both heating and cooling modes (if your unit has both). Write down the temperature settings that feel comfortable to you — you will forget this detail by winter. If you have a gas stove or heater, ask your landlord where the gas shut-off valve is. You probably will never need it, but a gas smell is one of the few emergencies where you need to act fast.

Test your smoke detector and carbon monoxide detector by pressing the test button. If either does not beep, report it immediately. These are legally required in most places, and your landlord is responsible for providing working ones. If your apartment has a fire extinguisher, note where it is.

Documents and information to collect from your landlord

Before your landlord leaves, get a written copy of everything you will need: the lease itself, a receipt showing what you paid for security deposit and first month's rent, the move-in inspection form (signed by both of you if possible), and the names and phone numbers of everyone you might need to contact. This list should include your landlord or property manager, the building maintenance person, and the emergency after-hours number.

Ask for the utility account numbers and the contact information for gas, electric, and water companies. Even if utilities are included in your rent, you need to know who to call if the heat stops working in January or the water goes out. Get the WiFi password if internet is provided, and the name of the internet service provider if you need to set up your own account.

Request information about trash and recycling pickup — the day and time, where to put bins, and what items go in each bin. Ask about parking if it applies: where your spot is, whether there are guest spots, and what the rules are for overnight parking. If your building has a package delivery system (a lockbox, a front desk, or an app), ask how it works and test it if possible.

Safety and security details to verify

Walk through the apartment and check that every door lock works smoothly — front door, back door if there is one, and bedroom doors. Test the deadbolt. If a key sticks or a lock feels loose, report it. Ask your landlord whether the locks have been changed since the last tenant moved out. Many landlords do this automatically; some do not. If you are uncomfortable with the answer, ask about the cost of a re-key and whether your lease allows you to arrange one.

Check that all windows close and lock properly, especially ground-floor windows. Test the window locks and note any that do not work. If you have a fire escape or balcony, make sure the door or window to it opens and closes freely — you may need it in an emergency.

Ask your landlord about the building's security features: whether there is a front door buzzer or keypad, security cameras, or a security guard. Find out the procedure for reporting a maintenance emergency after hours and whether there is a fee. Ask about the building's pest control policy — how often it is done, what you need to do to prepare your apartment, and who to call if you see signs of pests.

Apartment-specific items to test and document

Test every appliance that came with the apartment: refrigerator, stove, oven, dishwasher, microwave, and washer/dryer if included. Write down the brand and model number of each (usually on a sticker inside or on the back). If an appliance does not work, report it immediately and ask your landlord for a timeline for repair. Do not assume you can fix it yourself or buy a replacement — that is your landlord's responsibility for items that came with the unit.

Check all cabinet and drawer hardware — handles, hinges, and slides. Open and close them several times. If something is broken or missing, note it. Test the bathroom exhaust fan and kitchen range hood to make sure they turn on and pull air. Run the shower and tub to check water pressure and temperature, and note whether the water heats up quickly or takes a while.

Look for water stains, mold, or mildew on ceilings, walls, and around windows. Photograph any you find. Check the condition of paint, flooring, and trim — note chips, stains, scratches, or worn spots. Open closets and look at the shelves and rods. These details matter when you move out and your landlord inspects for damage you caused versus damage that was already there.

Creating a contact list to keep handy

Within your first week, create a simple document or note on your phone with the following information: your landlord's name and phone number, your property manager's name and phone number, the building maintenance contact, the emergency after-hours number, your lease start date, and your security deposit amount. Add the phone numbers for gas, electric, water, internet, and trash pickup. Post a printed copy on your refrigerator or bathroom mirror so you can find it quickly if you need it.

Keep your lease, move-in inspection form, and photos in one folder — digital or physical. If you take photos on your phone, back them up to cloud storage or email them to yourself so you do not lose them if your phone breaks. You will not need these documents often, but when you do need them — to dispute a security deposit deduction, to prove you reported a repair, or to show a future landlord that you were a responsible tenant — you will be very glad you have them.

Frequently Asked Questions

What if my landlord will not show me the water shut-off valve or other emergency systems?

Ask again in writing — email is fine — and keep a copy of your request. If your landlord still refuses, you can contact your local housing authority or tenant rights organization to find out whether your state requires landlords to provide this information. In most places, they do. Knowing where these systems are is a basic safety issue, not optional.

Do I have to fill out the move-in inspection form if my landlord provides one?

Yes, if your lease requires it or if your landlord asks you to. Completing it protects you. If you do not document existing damage, your landlord can later claim you caused it and deduct from your security deposit. If your landlord does not provide a form, create your own record anyway — photos and a dated list are just as valid.

What should I do if I find something broken after I have already moved in?

Report it in writing as soon as you notice it, even if it is a week or two after move-in. Include the date you first noticed the problem. Your landlord may argue that you caused it, but a written report with a date makes it harder for them to claim that. Keep a copy for your records.

Can I change the locks or add a security system without asking my landlord?

Most leases require you to ask permission before changing locks or installing anything permanent. Some landlords allow it; others do not. Ask in writing and keep their response. If you want to add a security system, ask whether your lease allows it and whether there are any restrictions on what type you can install.

What if the move-in inspection form has damage listed that I did not cause?

Do not sign it. Write "I did not cause this damage" next to each item your landlord listed, and ask your landlord to initial your note. Take photos of the damage. If your landlord refuses to acknowledge that the damage was pre-existing, do not sign the form — send your own written record instead, with photos and a date.