What this checklist is
The move-in / move-out inspection checklist is a free, printable (and fillable) room-by-room form that documents the exact condition of a rental unit at the start and end of a tenancy. It gives landlords, tenants, and property managers a single shared record — so security-deposit deductions, damage claims, and "it was already like that" arguments come down to signed documentation instead of memory.
We built it from the same process our team uses across our own Brooklyn portfolio, where consistent condition reporting is how we keep deposit disputes rare and handovers smooth.
Who it helps
- NYC landlords and owners who want deduction-ready proof of condition and fewer security-deposit fights.
- Tenants moving into or out of an apartment who want to protect their deposit and flag pre-existing issues.
- Property managers and leasing agents who need one consistent form across every unit and every turnover.
What's inside
- Room-by-room condition grids for kitchen, bathrooms, bedrooms, living areas, hallways, and closets.
- Fixture and systems checks — flooring, walls and ceilings, windows, doors and locks, outlets, lighting, heat, plumbing, and appliances.
- Wear-and-tear vs. damage guidance so you can classify each item consistently and defensibly.
- Photo and video log prompts with space to reference dated media for every room.
- Meter and key inventory — utility readings, keys, fobs, mailbox, and remotes handed over.
- Dual signature and date block for landlord/manager and tenant at both move-in and move-out.
Why documentation matters in NYC
New York's 2019 housing reforms strengthened tenants' right to a pre-move-in and post-move-out walk-through, and landlords can only withhold deposit funds for damage beyond normal wear and tear. A signed, photographed condition report is your evidence on both counts. Learn the specifics in our guide to NYC security deposit rules and the broader NYC landlord obligations every owner should know. Tenants can review their side in our NYC tenant rights guide.
Thorough inspections aren't just about deposits — they're how good operators catch small problems before they become expensive ones. It's a core part of our property inspections and reporting work and our full property management service.
Get the checklist
Moving a new resident in soon? Pair this with our new tenant move-in guide for a smoother first day — or contact us and we'll help you set up a thorough move-in and move-out process.
Want us to handle inspections for you?
If tracking condition reports, turnovers, and compliance across your building is more than you want to manage, that's exactly what we do. Yak Management is a boutique, principal-led firm managing nearly 400 units across Brooklyn and greater NYC, with deep rent-stabilization and HPD expertise.
Schedule a property consultation to see what your property should be earning, or contact our team with any questions.
This checklist is a practical tool, not legal advice. For guidance on your specific situation, consult a qualified New York attorney.