How to Do a Move-In Inventory (Free Template)
The first moments in a rental home are exciting — boxes, new furniture, the start of a new chapter. But before you settle in, there's one step often forgotten that protects you from potential problems: a detailed move-in inventory. This document gives you certainty about the property's condition when you receive the keys, and protects you from any misunderstandings when you move out.
In this guide you'll find everything you need to know to create an accurate inventory, and a free template you can download and use immediately.
Why a Move-In Inventory Matters
The inventory is a snapshot of the property's condition when you move in. Without such a document, confusion can arise at the end of the lease: were those stains on the wall already there, or did you cause them? Did the oven work when you got the keys? An inventory signed by both parties answers these questions before they become problems.
Moreover, the inventory helps you secure your deposit. When you agree to leave the property in the same condition you found it, you need to prove what that condition was. Without evidence, your word against the landlord's carries no legal weight.
What the Inventory Should Include
A good inventory is detailed and comprehensive. These are the key points you should check and document:
- Walls, ceiling and floors: cracks, stains, peeling paint, broken tiles.
- Windows and doors: whether they open and close, glass condition, functioning locks.
- Electrical appliances: cooktop, oven, water heater, air conditioners, lighting — test every appliance.
- Plumbing fixtures: dripping taps, toilet flushes, sinks.
- Furniture and equipment: if the property comes furnished, record the condition of each item.
- Keys: how many you receive, if they work, if there's access to basement or garage.
- Utility meters: electricity, water and gas readings — in some cases you'll need to arrange the transfer yourself.
Clear photos help immensely: take images of every damaged detail or feature that might cause discussion later.
How to Conduct the Inventory Step by Step
It's best to do the inventory on the day you receive the keys, in the presence of the landlord or the agency managing the contract. Here's how to proceed:
- Get the free template: download the PDF we offer below — it's ready to print and complete.
- Check room by room: move methodically, and note everything you notice. Don't rush.
- Take photos and videos: your phone camera is your best friend. Record details, especially damage.
- Test every appliance: don't assume the air conditioner works — turn it on and check.
- Sign and keep copies: once you've completed the document, both you and the landlord sign it. Keep a copy for yourself, and send a digital version by email to have timestamped proof.
If during the inspection you find problems that need fixing, write them down clearly and request a deadline for repairs before you move in.
Download the Free Inventory Template
To make the process even easier, we've prepared a PDF template you can download for free. The template includes all the sections you need to check, with space for notes and photos. Print it, complete it and sign it together with the landlord on moving day.
Download Inventory Template (PDF)
What to Do If the Landlord Refuses the Inventory
In some cases, the landlord may not be interested in a detailed inventory. However, this doesn't prevent you: do the inventory yourself, take photos, and send them by email or registered mail. This creates timestamped evidence you can use later if a dispute arises.
If you found the property you're looking for through our platform's listings, you can contact us for advice about contracts and inventories — we're here to help.
Conclusion
A move-in inventory is a small investment of time that saves you worry and money in the future. A clear document with photos and detailed notes is the best protection you have as a tenant. Get the free template, check every corner of the property and sign with peace of mind, knowing you've done everything right.
