> ## Content Index > Fetch the complete content index at: https://landlordsheet.com/llms.txt > Use this file to discover other available public pages before exploring further. # The Landlord Move-In Checklist: Everything to Do Before and On Move-In Day - URL: https://landlordsheet.com/landlord-move-in-checklist/ - Published: 2026-10-16T21:37:39.000Z - Updated: 2026-10-17T14:15:31.000Z - Description: Lease and disclosures, funds, a documented inspection, keys, utilities and safety checks. A step-by-step move-in checklist for small landlords. - Author: Jon - Tags: Operations, Tenants Move-in day sets the tone for the whole tenancy. A smooth, well-documented move-in heads off most of the disputes landlords dread: security deposit fights, "it was like that when I moved in," and confusion about who handles what. Here's a step-by-step checklist, split into **before move-in**, **move-in day** and **the first two weeks**. Adapt it to your property and your local rules. ## Before move-in ### Paperwork - \[ \] **Lease signed by every adult occupant** (and you). Each gets a copy. - \[ \] **Required disclosures attached.** Requirements vary by location. One applies nationwide: for most housing built before 1978, federal law requires a **lead-based paint disclosure** and the EPA's lead hazard pamphlet. Your state or city may require others (mold, bed bugs, flood zone, smoking policy, deposit details and more). Check your state and local rules. - \[ \] **House rules or addenda** signed: pets, parking, smoking, trash, guests, if applicable. - \[ \] **Move-in condition form** ready to complete together (more below). - \[ \] **Contact information** exchanged: maintenance requests, emergencies, rent payment. ### Money - \[ \] **First month's rent and security deposit** received in a traceable form *before* handing over keys (ACH, cashier's check, money order or a rent app). - \[ \] **Receipts** issued for every payment. See [how to write a rent receipt](https://landlordsheet.com/how-to-write-a-rent-receipt/). - \[ \] Security deposit handled per your state's rules: amount limits, where it's held, and any required written notice. See [security deposit basics](https://landlordsheet.com/security-deposit-basics-for-landlords/). - \[ \] **Prorated rent** calculated if move-in isn't on the 1st. ### The unit - \[ \] **Deep clean** complete: appliances, bathrooms, floors, inside cabinets. - \[ \] **Repairs finished:** leaky faucets, sticky doors, burned-out bulbs, window screens. - \[ \] **Smoke and carbon monoxide detectors** installed where required and tested. Note the test date. - \[ \] **Locks rekeyed or changed** since the last tenant. - \[ \] **Appliances** working: fridge cold, oven heats, dishwasher drains, washer and dryer run. - \[ \] **HVAC** checked and filter replaced. - \[ \] **Water heater** working. Check the temperature setting. - \[ \] **Paint touched up** where needed. - \[ \] **Exterior:** walkways clear, exterior lights working, mailbox labeled. ### Utilities and services - \[ \] Agree in writing **which utilities the tenant transfers** into their name, and by what date. - \[ \] Schedule **your own utility shutoff or transfer** for the move-in date, to avoid gaps (frozen pipes in winter are expensive). - \[ \] **Trash and recycling** days and instructions written down. - \[ \] **Renter's insurance:** if your lease requires it, collect proof before move-in. ## Move-in day ### Walk-through inspection (the most important step) Do it **together with the tenant**, room by room, using a written checklist. For each room note the condition of walls, floors, ceilings, windows, doors, fixtures, outlets and appliances. - \[ \] **Take dated photos and video** of every room, including close-ups of any existing damage. Make sure the files keep their dates. - \[ \] Note **meter readings** (if applicable) with photos. - \[ \] **Both sign** the completed condition form. Give the tenant a copy. - \[ \] Some states have specific rules about move-in condition reports. Check yours. This document is your best friend at move-out. Without it, it's your word against theirs. ### Keys and access - \[ \] Hand over keys, fobs, garage remotes and mailbox keys, and **record how many of each** on a signed key receipt. - \[ \] Explain lockout procedures and any fees allowed by your lease. ### Orientation (10–15 minutes) - \[ \] Show the **water shutoff**, **electrical panel** and **gas shutoff** (if any). - \[ \] Explain the **thermostat**, appliance quirks and filter changes (if the tenant handles them). - \[ \] Explain **how to request maintenance** and what counts as an emergency. - \[ \] Confirm **how and when rent is paid**, and the late-fee policy in your lease. ## The first two weeks - \[ \] **Check in** after a few days: "Anything not working?" Small issues found early are cheap. - \[ \] Give the tenant a **window to report** anything missed on the inspection, then add it to the condition form (signed and dated). - \[ \] Confirm **utilities transferred**. - \[ \] Add the tenant to your **rent roll and tenant ledger**. - \[ \] **File everything:** lease, disclosures, condition form, photos, receipts, key receipt and insurance proof, in one folder per tenancy. ## How to calculate prorated rent (hypothetical example) If a tenant moves in mid-month, you'll usually charge a prorated amount for the first partial month. A common method is the daily rate for that month: > Prorated rent = monthly rent ÷ days in the month × days occupied Example: rent is $1,500, and the tenant moves in on November 20\. November has 30 days, so they occupy 11 days (the 20th through the 30th). - Daily rate: $1,500 ÷ 30 = $50 - Prorated rent: $50 × 11 = **$550** Some landlords use a 365-day year instead (monthly rent × 12 ÷ 365 per day). Pick one method, write it into your lease, and apply it the same way for everyone. Some landlords collect the prorated amount at move-in plus the first full month's rent. To compare the actual-days, 365-day and 30-day methods side by side, use the free [prorated rent calculator](https://landlordsheet.com/prorated-rent-calculator/). ## Common move-in mistakes - **Handing over keys before funds clear.** A bounced check after move-in is a hard problem to fix. - **Skipping the joint walk-through** or not getting it signed. - **Photos without dates**, or only wide shots with no close-ups of existing damage. - **Not rekeying** between tenants. - **Verbal agreements** about repairs, pets or parking that never make it into writing. - **Forgetting required disclosures**, especially lead-based paint for older homes. - **Leaving utilities in limbo**, which leads to shutoffs, disputes or frozen pipes. ## Why documentation matters At move-out, security deposit deductions generally need to be for damage beyond normal wear and tear, and many states require an itemized statement within a set number of days. A signed, photo-backed move-in record is what lets you show what changed. It also protects good tenants from unfair charges, which builds trust. ## Tools to make this repeatable The [Landlord Operations Kit ($15)](https://payhip.com/b/xzWaw?ref=landlordsheet.com) includes a **move-in/move-out checklist**, rent roll, tenant ledger and maintenance log, so every move-in follows the same steps. Choosing a tenant first? The [Tenant Screening Kit ($19)](https://payhip.com/b/K4pPs?ref=landlordsheet.com) helps you apply written criteria consistently. Read [tenant screening criteria checklist](https://landlordsheet.com/tenant-screening-criteria-checklist/) too. Tracking the money from day one: the [free Single-Property Tracker](https://payhip.com/b/DORST?ref=landlordsheet.com). ## Related reading - [Free prorated rent calculator](https://landlordsheet.com/prorated-rent-calculator/) - [Security deposit basics](https://landlordsheet.com/security-deposit-basics-for-landlords/) - [Rent collection tips](https://landlordsheet.com/rent-collection-tips-for-landlords/) - [How much CapEx reserve per unit](https://landlordsheet.com/capex-reserve-per-unit/) Want one practical landlord tactic each week? [Subscribe free](#/portal/signup). --- *This article is for general educational purposes and is not legal advice. Disclosure, deposit and inspection rules vary by state and city; check your local law. — Jon, Everyone's Landlord*