How to run the inspection
Do it with the tenant present, in daylight, before any furniture of theirs is moved in. Take wide photos of each room and close-ups of anything already worn or damaged, and name each photo so the checklist can reference it ("Bed2-carpet-stain"). Test everything that switches on, and record meter readings.
At move-out, use the same checklist and photograph the same angles. Fair wear and tear — faded paint, light carpet wear in walkways — is normally the landlord’s cost; damage beyond that is what a deposit deduction can cover. Our guide to security deposit management covers how to handle deductions without a dispute.
Why photos matter more than ticks
"Good" means different things to different people. A tick in a box is evidence that someone looked; a dated photo is evidence of what they saw. If a deposit dispute reaches a deposit scheme or a small-claims court, the photos are what is weighed.
Store the photos with the checklist and the lease, not in someone’s phone gallery, so they can be found two years later when the tenancy ends.
Short-term rentals and turnovers
The same idea applies between guest stays, at a smaller scale: a quick photo checklist after each checkout is what makes a damage claim to a booking platform possible within its deadline. In The Property Tool, turnover tasks can require photos before they are marked done, and maintenance issues found during an inspection become tracked tasks rather than notes.
Common questions
Should the tenant sign the move-in checklist?
Yes. A checklist signed by both sides on move-in day is far stronger evidence than one completed by the landlord alone, and it gives the tenant a chance to note anything you missed.
What counts as normal wear and tear?
Deterioration from ordinary use over time — minor scuffs, faded paint, light carpet wear. Damage such as burns, holes, large stains, or broken fittings is not wear and tear and can usually be deducted from the deposit.
How long should I keep inspection records?
At least until the deposit has been returned and any dispute period has passed, and ideally as long as your other tenancy records.
Can I do the inspection without the tenant present?
You can, but give the tenant a copy with photos promptly and invite them to add comments within a set number of days. Some jurisdictions set specific rules for move-out inspections, so check local requirements.
Done by hand once. Done automatically from now on.
Inspections and turnovers as assigned tasks, with photo evidence required before they close.