What this checklist is

The move-in / move-out inspection checklist is a room-by-room record of 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.

The checklist

Complete it at move-in and again at move-out, with both parties present where possible. Photograph everything you mark, and date the photos.

Every room

For each room, record condition as good / fair / damaged, and note anything specific:

  • Walls and ceilings — holes, cracks, stains, paint condition
  • Flooring — scratches, burns, stains, loose boards, carpet wear
  • Windows — glass, screens, locks, sills, operation
  • Doors — operation, locks, hardware, frames
  • Outlets, switches, and light fixtures — working, cover plates present
  • Heat source — present and operating
  • Smoke and carbon monoxide detectors — present, mounted, working

Kitchen

  • Refrigerator, oven and range, hood, dishwasher, microwave — operating and clean
  • Cabinets and drawers — doors, hinges, hardware
  • Countertops and backsplash
  • Sink, faucet, and drain — leaks, water pressure, stopper
  • Under-sink area — evidence of leaks or water damage

Bathrooms

  • Toilet — secure, no leaks, flushes properly
  • Sink and vanity — drainage, leaks, hardware
  • Tub and shower — surround, caulking, drainage, grab bars where fitted
  • Ventilation — fan or window
  • Water pressure and hot water at each fixture

Building systems and shared items

  • Water heater condition and location noted
  • Visible plumbing — leaks, corrosion
  • Electrical panel accessible and labeled
  • Any storage, basement, yard, or parking included in the tenancy

Inventory and readings

  • Keys, fobs, mailbox key, garage remotes — quantity issued and returned
  • Utility meter readings at each end
  • Appliances or furnishings included, itemized

Wear and tear versus damage

Landlords may deduct for damage, not for ordinary wear and tear. The distinction is the most common source of deposit disputes, so classify each item deliberately.

  • Wear and tear — faded paint, minor carpet wear from ordinary use, small nail holes, worn finishes over time
  • Damage — large holes, broken fixtures, pet stains, burns, missing components, harm from neglect

A dated move-in record with photos is what makes this distinction credible rather than arguable.

Sign-off

  • Photo and video log referenced by room, with dates
  • Signature and date from landlord or manager, and from tenant, at both move-in and move-out
  • A copy provided to the tenant promptly after each inspection

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.

Setting up your process

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.