What to Document When You Move Into a Rental

Document everything before you unpack, or you'll pay for damage you didn't cause

A move-in inspection protects your security deposit by creating a record of the apartment's condition on the day you arrive. You photograph or video every room, note existing damage, and give a copy to your landlord. When you move out, the landlord can only deduct for damage that happened after you moved in — not damage that was already there. Without this record, you have no proof of what was there before you, and you'll likely lose money on your deposit.

Most states require landlords to return your full deposit within 30 to 45 days of move-out, minus only documented repairs. A move-in inspection is your evidence that damage existed before your tenancy. Many landlords will ask you to sign off on their inspection; some won't do one at all. Either way, you should do your own.

Key Takeaways

• Take photos or video of every room, closet, and storage space on move-in day, with timestamps visible if possible.
• Write down existing damage in detail — note the location, size, and type of damage (stain, crack, dent, hole) for each item.
• Send your written inspection to your landlord within a few days of move-in, and keep a copy for yourself.
• If your landlord provides their own move-in inspection form, complete it and return it, but also do your own documentation in case theirs goes missing.
• Take the same photos and video on move-out day from the same angles, so you can show what changed during your tenancy.

What to photograph and document

Start in each room and photograph the walls, floors, ceiling, windows, and any built-in fixtures. Take wide shots of the whole room, then close-ups of any existing damage. Open cabinets and closets and photograph the inside. Check under sinks, behind doors, and in corners — these are places damage often hides and where landlords later claim you caused it.

Document the condition of appliances if they came with the unit: the refrigerator interior and exterior, stovetop, oven, dishwasher, microwave. Photograph the bathroom — the tub or shower, toilet, sink, and any mold or staining. Check the condition of light fixtures, door handles, hinges, locks, and window locks. If the carpet or flooring has stains, tears, or worn spots, photograph them. If paint is chipped or peeling, document it. Look for water damage, cracks in walls or ceilings, and any odors you notice (write these down since photos can't capture smell).

Use your phone's camera or a video camera. Timestamp photos if your phone allows it. Video is often better than still photos because it shows the full scope of a room and proves you didn't stage the damage. Narrate as you film: "This is the living room carpet, and there's a stain here near the window that was here when I arrived."

How to write down damage clearly

Create a written list to go with your photos. For each item, write the room, the specific location, and a description of the damage. Use measurements if the damage is large: "Master bedroom, west wall, water stain approximately 12 inches wide and 8 inches tall, appears to be old." Be factual and specific. Don't write "carpet is gross" — write "living room carpet, stain approximately 3 feet from the north wall, dark brown discoloration, approximately 18 inches in diameter."

Note the condition of things that wear over time: carpet wear patterns, faded paint, worn door handles, loose hinges. These aren't damage you caused, but landlords sometimes claim they are. Document them so you have proof they existed before you moved in. If something is broken or missing, note that too: "Kitchen cabinet, right side, door hinge broken, door hangs at an angle."

Don't assume something is normal wear. If you're unsure whether damage is your responsibility or the landlord's, document it anyway. Your state's tenant laws define what counts as normal wear versus damage you'd pay for, but that's a question for later — right now, just record what you see.

When and how to send it to your landlord

Send your written inspection and photos to your landlord within three to five days of move-in. Use email so you have a record of when you sent it and proof they received it. Write a brief cover note: "I'm sending my move-in inspection as required by [your state] law. Please confirm receipt. I've documented the condition of the unit on [date]. If you disagree with any of these observations, please let me know within [your state's timeframe, usually 10 days]."

Keep copies of everything — the photos, the written list, and the email you sent. Save them in a folder on your computer and on a cloud storage service like Google Drive or Dropbox. If your landlord provides their own move-in inspection form, fill it out and return it, but also send your own documentation. Landlords sometimes lose paperwork, and you need your own copy regardless.

Some states require landlords to provide you with a move-in inspection form and to return it to you within a certain number of days (often 10 to 14 days). Check your state's tenant laws to see if this applies to you. If your landlord doesn't provide one, send yours anyway. You're not required to wait for them to do it first.

What to do if your landlord won't cooperate

Some landlords ignore move-in inspections or refuse to acknowledge damage you've documented. Send your inspection anyway, via email or certified mail. If you use certified mail, request a return receipt so you have proof of delivery. Keep the receipt.

If your landlord provides their own inspection form and marks everything as "good condition" when you know there's existing damage, photograph their form and photograph the damage side by side. This creates evidence that their inspection was inaccurate. You can use this later if you have to dispute a deduction from your deposit.

If your landlord never responds to your move-in inspection, that's actually in your favor. You've created a timestamped record, and they haven't contradicted it. When you move out, you can show that you documented the condition on day one and that they never disputed your observations.

Comparing move-in and move-out inspections

On move-out day, photograph and video the apartment again from the same angles and locations as your move-in inspection. This shows exactly what changed during your tenancy. If there's new damage, photograph it. If something you documented on move-in is still there, photograph it again to show it didn't get worse.

Compare the two sets of photos side by side. If your landlord later deducts money for damage, you can show that the damage either existed on move-in or is normal wear and tear. For example, if you documented a small stain on the carpet on move-in day and your landlord deducts $500 for carpet replacement on move-out, you have proof the stain was already there.

Send your move-out inspection to your landlord at the same time you provide your forwarding address for the deposit return. Include a note: "I'm providing my move-out inspection for comparison with my move-in inspection. The apartment is in the same condition as documented on [move-in date], except for normal wear and tear. Please return my full deposit to [your address] by [state deadline]."

What normal wear and tear actually means

Normal wear and tear is damage that happens from everyday living and isn't your fault. Landlords can't deduct for it. Examples include faded paint from sunlight, worn carpet in high-traffic areas, small nail holes from hanging pictures, loose door handles from regular use, and minor scuffs on baseboards. What counts as normal varies by state and by how long you lived there — a carpet worn thin after five years is normal wear; a large stain or burn hole is not.

Document wear and tear on move-in so you can prove it existed before you arrived. If your landlord tries to deduct for it on move-out, you have evidence it was already there. If you caused damage beyond normal wear — a large hole in the wall, a broken window, a major stain — that's your responsibility, and your move-in inspection won't protect you from that deduction. But it will protect you from paying for damage that was already there.

Frequently Asked Questions

Do I have to do a move-in inspection if my landlord doesn't ask for one?

Yes. Your landlord isn't required to do one, but you should do your own anyway. It's your only proof of the apartment's condition on day one. Without it, you have no evidence if your landlord later claims you caused damage that was already there.

What if I find damage after I've already moved in and unpacked?

Document it as soon as you notice it, with photos and a written note. Send it to your landlord and explain that you discovered it after move-in. It's not as strong as a day-one inspection, but it's better than nothing. Date everything clearly so your landlord knows when you found it.

Can my landlord keep my deposit for damage I documented on move-in?

No. If you documented damage on move-in and sent it to your landlord, they can't deduct for that damage on move-out. They can only deduct for damage that happened after you moved in. Your documentation is your proof that the damage existed before your tenancy.

What if my landlord says my move-in inspection is wrong?

Ask them to provide their own documentation of what they disagree with. If they can't, your timestamped photos and written record are stronger evidence than their word. Keep your documentation and use it if you have to dispute a deposit deduction later.

Should I video the whole apartment or just take photos?

Video is better because it shows the full scope of each room and proves you didn't stage damage. But photos are also fine, especially if you take many of them from different angles. Do both if you can — video for overview, photos for close-ups of specific damage.