Small landlords & PMs hub · By James Grokman, CEO, TapeAndFloat · Published October 25, 2026 · Updated October 25, 2026

Move-in and move-out inspections with dated photos

A move-in and move-out inspection is a dated, room-by-room record of a unit's condition, with photos, made when a tenant moves in and again when they move out, so any charge against the deposit can be compared with how the unit started.

Free download: Move-in / move-out inspection log (Excel). An Inspections sheet with one row per unit per inspection (due date, date done, who did it, tenant signed, photos link, photos dated, damage noted, cost, invoice, forwarding address) and a Room Checklist sheet with move-in and move-out condition side by side. It flags inspections not done on time, move-outs with no move-in inspection on file, missing photos or signatures, damage with no cost and costs with no invoice. Example rows are labeled; delete them before you start. No email required.

1. Why both inspections matter

A move-out inspection on its own only shows how the unit looks today. Without a move-in record from the same unit, a scuffed wall or stained carpet could have been there before the tenant. The move-in inspection is the baseline; the move-out inspection is compared to it, item by item.

2. Use the same room-by-room checklist both times

Walk the unit in the same order every time: entry and living room, kitchen, each bathroom, each bedroom, utility and HVAC, then the exterior. For each room, check walls and paint, ceiling, floors, windows and blinds, doors and locks, lights and outlets, smoke alarms, and the fixtures and appliances in that room. Write a short condition (good, fair, worn, damaged, missing) and a note for anything not good. Use the same list at move-out, on the same row, so the two conditions sit side by side.

3. Photos that hold up later

• Take a wide shot of each room, then close-ups of anything damaged or worn.
• Make sure each photo has its date: keep the phone's date stamp, or save them in a folder named with the unit and the date.
• Write the photo number next to the item on the checklist.
• Keep the folder for the whole tenancy and after it; do not let photos live only on one person's phone.

4. Have the tenant see and sign the move-in record

Invite the tenant to the move-in walk-through, or give them the checklist and a few days to add anything you missed. Have them sign and date it, and keep a copy for each side. A signed move-in record is far easier to rely on than notes nobody else saw. Offer the same at move-out when you can.

5. Normal wear or damage: compare, then decide

Deposit rules generally separate normal wear and tear from damage beyond it. Before you mark an item as damage, compare it with the move-in notes and photos and with how long the tenant lived there. For each charge, record an estimated cost and attach the invoice or quote once you have it. The exact rules, deadlines and notices for deposits are set by your state and your lease; see the security deposit and move-out tracking guide, and ask an attorney when you are unsure.

6. Close out the move-out on a schedule

Do the move-out inspection as soon as the keys come back, before any make-ready work starts, so the record shows what the tenant left. Ask for a forwarding address in writing. Then the unit goes into your unit turnover checklist, and the days it sits empty show up in your make-ready and days vacant numbers.

7. A weekly check

Once a week, filter the log for: inspections whose due date passed with no inspection date, move-outs with no move-in inspection on file, inspections with no photos or no tenant signature, damage with no cost, costs with no invoice, and deposit deadlines coming up. Each one gets handled or gets a date.

Damage or a lease issue found between inspections (during a repair visit, for example) goes on its own row in a lease violation and notice log, with the dated photos linked.

Where an assistant helps

Inspection photos usually end up scattered across phones and texts. During the pilot, TapeAndFloat files the photos you text or email from the unit by unit and date in your own Google Sheet and Drive, flags move-outs with no inspection logged, and drafts the deposit itemization from your notes for you to approve. Nothing goes out until you approve it, and during the pilot a real person reviews everything. Decisions about charges stay yours.

Free 60-day pilot: keep working in your own phone, email and Google Sheet. Request a pilot spot.

More guides

• Managing maintenance requests and vendor work orders for small landlords
• Tenant communication for small landlords: templates that cut the follow-up calls
• Unit turnover checklist for small property managers
• Collecting and tracking vendor COIs and invoices for small landlords
• AppFolio and Buildium alternatives for small landlords
• How small landlords track security deposits and move-out deductions
• How small landlords track rent collection and late fees
• Lease renewal and expiration tracking for small landlords
• Software for small landlords in 2027: a checklist
• Tracking make-ready and days vacant for small landlords
• Owner statements for small property managers
• Preventive maintenance calendar for small landlords
• Rental bookkeeping per unit for small landlords
• Rental inquiries and showings: reply the same day
• W-9s and 1099s for landlords who pay vendors
• Insurance, property tax and HOA due dates for landlords
• After-hours maintenance requests: emergency or next day
• Utility transfers at move-in and move-out for landlords
• Lease violation and notice log for small landlords

Frequently asked questions

What is a move-in and move-out inspection?

A dated, room-by-room record of a rental unit's condition, with photos, made when the tenant moves in and again when they move out, so the two can be compared item by item.

What should a move-in inspection checklist cover?

Every room in the same order: walls and paint, ceiling, floors, windows and blinds, doors and locks, lights and outlets, smoke alarms, fixtures and appliances, plus utility areas and the exterior, each with a short condition, a note and a photo number.

How do I make inspection photos useful later?

Keep the date on each photo or save them in a folder named with the unit and date, write photo numbers on the checklist, and keep the folder for the whole tenancy, not on one person's phone.

Should the tenant sign the move-in inspection?

Yes, when you can. Invite them to the walk-through or give them the checklist to review, have them sign and date it, and keep a copy for each side.

Can I charge the deposit for normal wear and tear?

Deposit rules generally separate normal wear and tear from damage beyond it, and the details vary by state and lease. Compare with the move-in record, document each charge with a cost and invoice, and check your state's rules or ask an attorney.