How to Document Pet Damage Before You Move In

Document everything in writing before your pet arrives

The best protection against a landlord keeping your pet deposit is a written record of what the apartment looked like before your pet lived there. Take photos and video of every room, note existing damage on a move-in inspection form, and get your landlord's signature on it. This creates proof that stains, scratches, or odors were already present — not caused by your pet.

Without documentation, a landlord can claim your pet caused damage that was actually there when you moved in. You will have no way to prove otherwise, and you will lose the deposit. With documentation, you have a dated record that protects you during the entire lease.

Key Takeaways

• Take photos and video of every room, closet, and outdoor space on move-in day, before your pet enters the apartment.
• Use your landlord's move-in inspection form or create your own written list that describes existing damage, stains, odors, and wear in detail.
• Get your landlord to sign and date the inspection form, and keep a copy for your records along with all photos and video files.
• If your landlord refuses to sign or complete an inspection, send them an email describing what you documented and ask them to confirm receipt.
• Store your documentation in a cloud folder or email it to yourself so you have it even if your phone is lost or damaged.

What to photograph and video on move-in day

Photograph every surface where pet damage typically shows up: all flooring (carpet, tile, wood), baseboards, walls, doors, door frames, and closet interiors. Video walkthrough of each room gives you a timestamp and shows the condition in context. Take close-ups of existing stains, scratches, gouges, or discoloration so the damage is clearly visible.

Do not skip the spaces you think your pet will not access. Document the garage, balcony, patio, laundry room, and any storage areas. Landlords sometimes claim pet damage in places the tenant never used. Include the exterior of the unit if you are renting a house or ground-floor apartment — photograph the yard, fence, and any outdoor structures.

Take photos in natural light and artificial light. Stains and discoloration can be hard to see in one type of lighting but obvious in another. Photograph the same spot from multiple angles so there is no question about what was there before move-in.

How to complete a move-in inspection form

Ask your landlord for their move-in inspection form when you sign the lease or on move-in day. If they do not have one, create your own document — a simple list or a table works fine. The form should have columns for the room, the item or surface, the condition, and any existing damage or wear.

Be specific about what you see. Instead of writing "carpet okay," write "carpet has dark stain approximately 2 feet from closet door, appears pre-existing; small worn spot near bedroom window." Instead of "walls fine," write "walls have scuff marks on hallway wall near kitchen entrance; small hole in guest bedroom closet wall approximately 3 inches from corner." The more detail you provide, the harder it is for a landlord to claim your pet caused that damage later.

Note odors as well. If the apartment smells like smoke, mold, or pet urine from a previous tenant, write that down. Landlords sometimes blame tenants for odors that were already present. Document the smell in writing so you have a record.

Getting your landlord to sign the inspection form

Hand your landlord the completed inspection form on move-in day or within a few days, before your pet has lived in the apartment. Ask them to review it, make any corrections, and sign and date it. Keep the signed original for your records.

If your landlord refuses to sign the form or says they will do their own inspection later, do not leave it unsigned. Send them an email that says something like: "I completed a move-in inspection on [date] and documented the apartment's condition before my pet moved in. The inspection noted [list the major items: carpet stain in living room, scuff marks on hallway wall, odor in master bedroom]. I am sending this to you as a record of the apartment's condition on move-in day. Please confirm you received this email." This creates a dated record that you attempted to document the condition and notified your landlord.

Keep a copy of the signed form and all emails about the inspection. If your landlord later claims your pet caused damage, you will have proof of what was already there.

Storing your documentation safely

Do not rely on photos stored only on your phone. Upload them to a cloud service like Google Photos, Dropbox, or iCloud on move-in day. Email the inspection form and a summary of the documentation to yourself or to a trusted friend. This way, even if your phone is lost, stolen, or damaged, you still have the records.

Create a folder labeled with your address and move-in date. Include the signed inspection form, all photos organized by room, video files, and any emails about the inspection. Keep this folder for the entire time you live in the apartment and for at least 30 days after you move out — that is when most landlords send the deposit accounting.

If you take additional photos during your tenancy (after your pet has caused damage you want to document, or if you repair something), keep those in a separate folder with dates so there is no confusion about what was there on move-in day.

What to do if you find damage during the lease

If your pet damages the apartment after move-in, photograph and document that damage separately with today's date clearly visible. This shows the landlord that you are tracking what your pet actually caused versus what was already there. It also gives you a record if you want to repair the damage yourself before move-out to avoid a deduction from your deposit.

If you repair damage your pet caused, photograph the repair as well. Keep receipts for any materials or professional repairs. This documentation shows the landlord that you took responsibility and fixed the problem, which may prevent or reduce a deposit deduction.

What happens at move-out

When you move out, take a final set of photos and video of the apartment in the same condition you are leaving it. Compare those photos to your move-in documentation. If the landlord later claims your pet caused damage that appears in your move-in photos, you have proof it was already there.

Send your move-out photos to yourself and store them with your move-in documentation. When the landlord sends you the deposit accounting (usually within 30 to 45 days, depending on your state), compare their damage claims to your move-in inspection form and photos. If they are charging you for damage that was documented as pre-existing, you can dispute the deduction using your documentation as evidence.

Frequently Asked Questions

What if my landlord will not let me take photos on move-in day?

You have the right to document the condition of the apartment you are renting. If your landlord refuses, ask them in writing via email and keep their response. Then photograph the apartment anyway and send your landlord an email with the photos attached, stating you are documenting the move-in condition. This creates a record even if they refused initially.

Can I use my phone photos as proof, or do I need professional documentation?

Phone photos are legally valid proof. They have a timestamp and show the condition clearly. You do not need a professional inspector or special equipment. Just make sure the photos are clear, show the damage or wear in detail, and are stored safely so you can access them later.

What if I did not document the move-in condition and my landlord is now claiming pet damage?

You can still dispute the charge if you have any evidence: emails about the apartment's condition, text messages to friends describing what you saw, or photos from later in your tenancy that show the damage was already there. Some states also require landlords to prove damage was caused by the tenant, not just claim it. Check your state's tenant rights to see what burden of proof applies.

Do I need to document damage my pet has not caused yet?

Yes. Document the entire apartment's condition on move-in day, including normal wear and tear, stains, scratches, and odors that were already there. This protects you because the landlord cannot later claim your pet caused those things. You are creating a baseline so any new damage is clearly distinguishable.

Should I send my move-in inspection to my landlord before or after my pet moves in?

Before your pet moves in. Once your pet is in the apartment, the landlord might claim any new damage was caused by the pet, even if it was already there. Complete the inspection and get it signed on move-in day, before your pet enters.