The Landlord Move-In Checklist: Everything to Do Before and On Move-In Day

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.
• [ ] Security deposit handled per your state's rules: amount limits, where it's held, and any required written notice. See security deposit basics.
• [ ] 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.

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) 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) helps you apply written criteria consistently. Read tenant screening criteria checklist too.

Tracking the money from day one: the free Single-Property Tracker.

Related reading

• Free prorated rent calculator
• Security deposit basics
• Rent collection tips
• How much CapEx reserve per unit

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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