The application and move-in process for a rental property includes several essential steps. A move-in inspection is just one of the steps, but it is crucial for both landlords and tenants. Documenting the property’s condition upon move-in creates a baseline to compare with the move-out inspection. Determining what damage and normal wear and tear decides how much of the security deposit can be withheld, if any. So, with that in mind, below, we walk you through the steps leading up to move-in and why a move-in inspection checklist is critical for rental properties.
Main Takeaways
- A move-in inspection checklist creates a record of the rental property’s condition at the beginning of a tenancy, which can help reduce disputes later.
- Landlords should document each area of the property, including existing damage, fixtures, appliances, and major systems, using detailed notes and photos.
- Move-in inspection requirements vary by jurisdiction, so landlords should follow applicable state and local laws when completing and documenting the inspection.
Applicants Are Approved, Now What?
Marketing, showings, collecting applications, and tenant screening are a lot of work, but the work does not end there. For landlords handling property management in Philadelphia, having a clear process can make the transition from applicant approval to move-in much smoother. Follow along with the steps below for a smooth move-in process!
- Congratulations, You’re Approved!
- Lease Signing and Collecting Funds
- Setting Up Utilities and Insurance
- Move-in Inspection Day
- Friendly Follow-Up
Congratulations, You’re Approved!
Once you’ve finished the screening process and approved an applicant for your rental, notify them of the good news. They’re approved! If you give them a call, follow up by email to notify them of the next steps in the process. It is good to keep a quick one-page attachment or standard email template that outlines the requirements for deposits, utilities, insurance, and the lease signing. That way, they know exactly what is expected of them without relying on remembering everything discussed in your phone call.
Lease Signing and Collecting Funds
The next step is to prepare the lease for signing and collect funds. If it is within 7 to 10 business days of the move-in, we suggest collecting certified funds to help ensure the payment clears before move-in.
Go over each section of the lease with your tenants and answer any questions they may have. Also, be sure to provide all disclosures and documents required by federal, state, and local law. Depending on the property’s location, this may include lead-based paint disclosures, rental suitability documents, or other required notices.
Helpful Tip: Need advice on creating a legally binding lease? Check out our blog.
Setting Up Utilities and Insurance
With the signed lease and deposit in hand, instruct the tenant to prepare utility connections and, if required under the lease, obtain proof of renter’s insurance. If utilities are not included in the rental rate, verify at least 24 hours before the move-in that the tenant has set up utilities in their name. Ask incoming tenants to send over their confirmation via email; this will make verifying with the company much more efficient. If the lease requires tenants to place utilities in their name before move-in, confirm that they have completed this requirement before handing over the keys.
Move-in Inspection Day
Welcome to move-in day! Before handing over the keys, confirm that all amounts due under the lease have been received or properly submitted. Next comes the critical step of completing the move-in inspection. This is a detailed walk-through used to document the condition of the rental at the beginning of the tenancy. The process and legal requirements for move-in inspections vary by jurisdiction, so landlords should follow applicable state and local laws. A detailed checklist, notes, and photos can help create a clear record of the property’s condition.
Friendly Follow-Up
About a week after move-in, check back in with your new tenants. This is a great time to address any questions or concerns that may have come up during their moving process. If you have not yet received the move-in inspection report from the tenant, remind them of the importance of returning that as soon as possible. Giving tenants a call or sending out an email is a simple way to provide great customer service. Additionally, this may help you to address any minor concerns for residents before they escalate.
Why is a Move-in Inspection Checklist Important?
A move-in inspection checklist documents the condition of a rental property at the beginning of a tenancy. Depending on local requirements and the inspection process, it may be completed by the landlord, property manager, tenant, or both parties.
Why is a move-in checklist absolutely vital? The answer is a little different, but equally important, for both landlords and tenants. For landlords, a move-in checklist provides a record that can be compared with the property’s condition at the end of the lease, making it easier to distinguish tenant-caused damage from normal wear and tear when determining any lawful security deposit deductions.
That said, from the renter’s point of view, an inspection protects them from being held responsible for damage they did not cause. Although reasons are different, a thorough move-in inspection protects both parties.
What Does a Move-in Inspection Include?
A good move-in inspection checklist needs to detail every room of the home plus the exterior. Space for notes is key to documenting any locations of existing damage further. Below we list some of the areas to address when completing or creating your move-in inspection checklist.
- Property Exterior
- Interior Systems
- Living Area
- Dining Area
- Kitchen
- Bedrooms
- Bathrooms
- Bonus Rooms
Property Exterior
The property exterior is often overlooked but is just as important as the inside. If the rental has a driveway, patio, basement entrance, stairs, pathway, landscaping, or patio – any areas of concern should have a place to be noted. Even something as simple as the doorbell could cause repair bills at the end of the lease.
Interior systems
Major systems and safety features, including HVAC equipment, smoke detectors, plumbing, and electrical systems, should be inspected to ensure they are safe, functional, and compliant with applicable housing requirements.
Living Area
The living room gets a lot of use throughout the life of a lease. Therefore, this section needs particular attention to detail. The move-in inspection checklist should include space for documenting flooring, ceiling, walls, baseboard, windows, doors, lighting, and outlet condition. Additionally, leave space for property-specific items such as a fireplace.
Dining Area
A dining area may not apply to every rental home, but if you have one, include it on your move-in checklist. Similar to the living area, document the condition of the walls, flooring, ceiling, windows, and doorways.
Kitchen
The kitchen has a lot going on. It is the heart of any home and therefore gets a ton of use. In addition to walls, light fixtures, flooring, and ceilings, create places for kitchen-specific items. Include features such as countertops, cabinets, sink, drain, garbage disposal, backsplash, drawers, appliances, outlets, light fixtures, and built-in shelves.
Bedrooms
Each bedroom throughout the home needs to have a separate section. However, make sure there is a way to distinguish which bedroom is which for proper record-keeping. Other than that, stick to the basics of floors, walls, windows, doorways, ceiling, ceiling fans, light fixtures, and closets.
Bathrooms
Just like bedrooms, bathrooms each need a dedicated area on the inspection. Along with the basics, be sure to evaluate bathroom-specific items such as the tub, vanity, showerhead, faucet, drains, countertops, vanity mirror, and plumbing. If there are any medicine cabinets or shelving units, these should also make the list.
Bonus Rooms
Many rental homes have added rooms such as a den, office, finished basement, play area, or sunroom. So, create space to include all of these items specific to your rental property on the move-in inspection checklist.
Helpful Tip: Looking for a comprehensive move-in inspection checklist? Check out this easy Move-In Checklist.
FAQs About Move-In Inspection Checklists
A thorough move-in inspection gives landlords and tenants a clear record of the property’s starting condition. Here are answers to some common questions about move-in inspection checklists.
What is a move-in inspection checklist?
A move-in inspection checklist is a document used to record the condition of a rental property at the beginning of a tenancy. It typically covers each room, fixtures, appliances, systems, and any existing damage or wear.
Why is a move-in inspection important?
It establishes a baseline that can be compared with the property’s condition at move-out. This documentation can help distinguish pre-existing damage and normal wear from damage that occurred during the tenancy.
What should landlords document during a move-in inspection?
Landlords should document the condition of walls, floors, ceilings, windows, doors, appliances, plumbing fixtures, electrical features, HVAC systems, and other property-specific features. Exterior areas should also be included when applicable.
Should landlords take photos during a move-in inspection?
Yes. Photos can supplement the written checklist by providing a visual record of the property’s condition and any existing damage. Keeping the photos with the inspection records makes them easier to reference at move-out.
Do landlords and tenants both need to sign the move-in checklist?
This depends on the inspection process and applicable state or local requirements. Having both parties review and acknowledge the documented condition can create a clearer record, but landlords should follow the specific requirements where the rental property is located.
Simplify Rental Property Management With BMG
A move-in inspection is an essential step in the move-in process. Without it, landlords will have difficulty evaluating what tenant damage is and what was previously there. Don’t find yourself stuck with repair bills or disputes at lease end. Instead, reach out to the area’s leading property management company in Delaware County and throughout Pennsylvania. Bay Property Management Group will take the guesswork out of inspections, the leasing process, and day-to-day rental management.Â
Contact us today to see how our staff can make your rental property investment a stress-free experience.
