Free rental condition template
Free Rental Move-In and Move-Out Inspection Report Template
Create a dated baseline at move-in and a structured comparison at move-out. A consistent report can reduce uncertainty, surface maintenance early, and give both parties a clearer record—subject to local tenancy, notice, privacy, and deposit rules.
Details to record at both inspections
- Property address, unit, inspection type, date and time, participants, and tenancy reference where appropriate.
- Room, element, material, cleanliness, existing marks or damage, operation, and provided contents.
- Representative photos with location-based captions and comparable angles.
- Keys, remotes, access devices, utility or meter readings where relevant and lawful.
- Tenant or landlord comments, acknowledged disagreements, maintenance actions, and report issue date.
Create a reliable move-in baseline
- 1
Inspect before possessions obscure surfaces
Where practical, document the clean, empty property after agreed works and before or at the start of occupancy.
- 2
Move room by room
Use the same ceiling, wall, openings, fixtures, services, furniture, and floor sequence in every space.
- 3
Record existing condition precisely
Describe position, material, size, and pattern rather than relying only on broad condition grades.
- 4
Invite comments
Provide a copy and a reasonable process for the other party to identify omissions or disagreement according to local requirements.
- 5
Preserve the issued record
Export the final dated report and structured backup, then store it securely for the required period.
Compare fairly at move-out
Start from the issued move-in record and compare the same rooms and elements. Note changes without assuming responsibility. Consider documented repairs, the item’s age and quality, length and type of occupancy, ordinary use, and the jurisdiction’s treatment of fair wear before making a claim or deduction.
Use side-by-side evidence where your workflow permits, with clear “move-in” and “move-out” labels. Do not replace the baseline photo. Record missing keys, contents, cleanliness, readings, and unresolved maintenance separately from physical damage so each can follow the correct process.
Privacy and report handling
Limit photography to property condition. Avoid faces, family photos, personal papers, medicines, screens, valuables, and access codes. Provide required notice and comply with local consent and data-handling rules. Share the report only with parties who have a legitimate reason to receive it.
Important limitation
This template organizes evidence; it does not determine legal responsibility, deposit deductions, right of entry, habitability, or whether a condition is normal wear. Those issues depend on current local law, the lease, evidence, and the facts. Seek appropriate local guidance for disputed or high-value matters.
Plain answers
Frequently asked questions
Should move-in and move-out use the same checklist?
Yes. Consistent rooms, elements, descriptions, and photo angles make comparison more objective. Preserve the original baseline and issue the move-out inspection as a separate dated record.
Can a tenant add comments to the report?
A process for review, corrections, and disagreement generally improves the record, and some jurisdictions require specific opportunities or timelines. Follow the applicable local rules.
Does a condition report decide deposit deductions?
No. It is evidence. Valid deductions depend on local law, lease terms, baseline condition, item age, reasonable wear, causation, costs, notices, and dispute procedures.
Is FieldCheck a secure long-term archive?
No such claim is made for the local-first initial release. Export your reports and store them in a records system with appropriate access, backup, retention, and deletion controls.