Move-In and Move-Out Checklist Guide

The move-in and move-out moments are the two most important events in any rental relationship. What you record at these points determines how disputes are resolved, whether bonds are returned, and who bears responsibility for damage. A thorough checklist-based approach ensures nothing is missed.

This guide provides a structured approach to property inspections that works for landlords, property managers, and tenants. Whether you are handing over keys or receiving them, the principles remain the same: be systematic, be detailed, and document everything.

Before the Inspection Begins

Preparation makes the difference between a useful record and a superficial one. Before starting the walkthrough:

• Ensure all utilities are connected so you can test lights, switches, taps, and appliances
• Bring a fully charged phone or camera for photographic documentation
• If possible, schedule the inspection during daylight hours for better visibility
• Have the previous condition report on hand for comparison (for move-out inspections)
• Allow sufficient time — rushing leads to missed items

Room-by-Room Checklist

Work through each room systematically. For every space, assess and record the condition of the following elements. This structure aligns with the Sawyl Condition Record Standard, which uses these same categories for structured documentation.

Walls

Examine every wall surface in the room. Look for scuff marks, nail holes, paint chips, stains, cracks, and any damage to the plaster or drywall. Note the paint colour and whether it appears original or recently touched up. Pay attention to areas behind doors and near furniture placement zones where damage is common but easily overlooked.

For each wall, record whether it is in good condition, has existing marks or damage, or requires specific notes. Photograph any damage with a close-up shot and a wider shot showing the wall's position in the room.

Floor

Check the entire floor surface. For carpet, note stains, burns, wear patterns, and whether it appears professionally cleaned. For timber or laminate, look for scratches, water damage, lifting, and discolouration. For tiles, check for cracks, loose tiles, and grout condition. Record the floor type and its overall state, with photographs of any specific areas of concern.

Ceiling

Ceilings are frequently overlooked but can reveal important issues. Check for water stains, cracks, peeling paint, cobwebs, and mould. Water marks on ceilings may indicate leaks from above, which should be noted even if they appear old. Record the ceiling condition and photograph any marks or damage.

Windows

Test each window for opening and closing function. Check glass for cracks, chips, and condensation between double-glazed panes. Examine window frames for damage, paint condition, and seal integrity. Test locks and latches. Note whether fly screens are present and in good condition. Photograph any damaged glass or non-functioning hardware.

Doors

Open and close each door to check for smooth operation. Inspect door surfaces for dents, scratches, and paint damage. Check handles, locks, and hinges. Note whether doors close properly and whether locks engage correctly. Include both interior doors and any exterior doors within the room.

Fixtures

Test all light fixtures, switches, and power points. Check that all globes are working. In bathrooms and kitchens, test taps, drains, and any installed appliances. Inspect towel rails, toilet roll holders, curtain rods, and any other fitted items. Record whether each fixture is present, functional, and in what condition.

Cleanliness

Assess the overall cleanliness of the space. Note whether surfaces have been cleaned, whether there is dust, grime, or residue in hard-to-reach areas, and whether the space is in a condition consistent with professional cleaning or tenant cleaning. Kitchens and bathrooms deserve particular attention, including oven interiors, extraction fans, shower grout, and behind appliances.

Room-Specific Considerations

Kitchen

Beyond the standard checklist items, kitchens require attention to benchtop condition (scratches, burns, stains), cupboard doors and drawers (alignment, handle condition), sink and tapware (leaks, staining), and all appliances (oven, dishwasher, rangehood). Open every drawer and cupboard. Run the dishwasher if one is present. Check under the sink for leaks.

Bathroom

Bathrooms are high-moisture environments where damage accumulates quickly. Check all grout lines for mould and cracking. Test the shower for pressure and drainage speed. Examine silicone seals around the bath, shower, and vanity. Check the toilet for stability, flush function, and seat condition. Look behind the toilet and under the vanity for leaks.

Outdoor Areas

If the property includes outdoor areas such as a balcony, deck, garage, or garden, these should be documented with the same thoroughness. Note the condition of fencing, garden beds, lawns, driveway surfaces, and any outdoor structures. Photograph the general state of the outdoor area from multiple angles.

Photography Best Practices

Photographs are the most powerful evidence in a condition report. Follow these practices for effective documentation:

• Take at least one wide-angle shot of each room showing its overall state
• Take close-up shots of any damage, marks, or areas of concern
• Ensure photographs are well-lit and in focus
• Include a reference point in close-ups (such as a hand or ruler) for scale
• Photograph items in the same order you document them for easy cross-referencing

Learn more about effective photographic documentation in our guide on how to document rental property damage.

The Move-Out Comparison

A move-out inspection follows the same checklist but with an additional step: comparison against the move-in report. For every item recorded at move-in, the move-out inspection should note whether the condition has changed. This direct comparison is what determines responsibility for damage.

Normal wear and tear is expected and should not be treated as damage. Faded paint, slightly worn carpet in high-traffic areas, and minor scuffs from everyday use are generally acceptable. However, holes in walls, stained carpet, broken fixtures, and damage from negligence are legitimate concerns.

The distinction between wear and damage is often subjective, which is why detailed move-in records are so valuable. When the starting condition is clearly documented, determining what constitutes damage beyond normal use becomes much more straightforward.

Using a Structured System

While this guide provides a comprehensive checklist, using a structured system like Sawyl ensures consistency and completeness. Sawyl enforces the same room-by-room structure with required item categories, attaches photographic evidence directly to specific items, and seals the completed record so it cannot be modified after the fact.

Whether you use a checklist, a template, or a structured digital system, the principle remains the same: document thoroughly at handover, and both parties benefit from the clarity that follows.