How to do a move-in inspection and condition report

Why the move-in report matters so much

When you move out, any deduction from your deposit or bond is judged against the home's condition when you moved in. If a scratch on the floor isn't written down or photographed on day one, it can be hard to show it was already there. Queensland's Residential Tenancies Authority (RTA) says the report and any photos or video can be used as evidence by its tribunal, QCAT.

Twenty careful minutes now can save a long argument later.

What the rules say in some places

Some places require a formal condition report; others don't. Here are examples from official sources.

• New South Wales: The landlord or agent must give you two paper copies, or one electronic copy, of a completed condition report before or when you're given the lease to sign. You should return a completed copy within seven days of moving in.

• Victoria: The rental provider must sign the report and give you two copies (or one electronic copy) before you move in. You must return your signed copy within five business days of moving in.

• Queensland: The property manager or owner must prepare, sign and give you the report at the start. You must return it within seven days of the later of moving in or receiving it, and they must send you a copy of the completed report within 14 days.

• British Columbia: The landlord must give you two opportunities to schedule the inspection and give you a copy of the report within seven days. A landlord who doesn't follow these steps loses the right to claim against your deposits for damage. A tenant who skips both offered times may lose the right to get the deposit back.

• New York: The landlord must offer you the chance to inspect before you move in. If you ask, you both sign a written agreement listing existing defects, and the landlord can't keep deposit money for anything listed.

• California: For tenancies starting on or after July 1, 2025, the landlord must photograph the unit immediately before or at the start of the tenancy. The state's tenant guide says an inventory checklist isn't legally required but is good practice, and suggests asking for copies of the landlord's photos or taking your own.

If your area isn't listed, check your state AG, housing agency or tenancy board. A thorough record helps even where no form is required.

Step by step: the walk-through

1. Do it before you move anything in. Empty rooms show every mark. If you can't, note which items were in the way.

2. Get the form first. Use the landlord's report if there is one, so your notes line up with theirs.

3. Go room by room in the same order every time, such as entry, living room, kitchen, bathrooms, bedrooms, laundry, outside areas.

4. Check each surface: walls, ceiling, floors or carpet, doors and handles, windows and screens, blinds or curtains, light fittings, power outlets, cupboards and benchtops.

5. Test what works: taps, toilet flush, shower, oven and stove, fridge, dishwasher, heating and cooling, smoke alarms, locks and keys.

6. Write specific entries. Say where, what and how big. "Bedroom 2, wall left of window: three scuffs, about 4 inches long" is far more useful than "some marks."

7. Disagree on the form. If the landlord's report says "good" and you see a stain, write your own comment next to it. Queensland's RTA notes that tenants can add comments where they disagree.

8. Return it on time and keep a copy. Sending it by email gives you a dated record.

How to photograph the home

• Take one wide shot of each room, then close-ups of every problem.

• Put something in the frame for scale, such as a coin or tape measure.

• Make sure the date is captured. NSW and Victoria both recommend dated or time-stamped photos.

• Label photos to match the report, such as "Kitchen 3: oven door chip."

• Record a slow video walk-through as a backup.

• BC's guidance suggests photographing the signed report itself, in case you don't receive a copy.

Sample entries, written well

These entries are synthetic, for a sample Northgate apartment.

Living room carpet: worn path from door to sofa; two small light stains near window (photos 4 to 6).

Kitchen: oven interior has baked-on grease; one cracked tile behind sink (photos 9 and 10).

Main bathroom: grout discolored around tub; extractor fan noisy (photo 14, video 2).

Each entry gives a location, a description and a photo reference. That's what makes it useful at move-out.

Common mistakes

• Signing a pre-filled report without checking it.

• Writing "fine" or "OK" for whole rooms.

• Photographing only damage, not the clean, undamaged condition of each room.

• Missing the deadline to return the report.

• Losing the report. Store it with your lease for the whole tenancy.

Use the same record at move-out

At the end, the move-in report becomes your baseline. In NSW, the report is filled in again at move-out, ideally with landlord or agent and tenant present. In New York, you can ask for an inspection no earlier than two weeks and no later than one week before the tenancy ends. In California, you can request an initial inspection before you leave, and the landlord must list any cleaning or repairs that would be deducted, so you can fix them first. Our guide to what to look for in a lease before signing covers the clauses that affect move-out.

Get a second pair of eyes on your condition reports

EasyToDecode is launching soon. At move-out, it will read your move-in and move-out reports side by side, quote what each says about every item, and flag deductions with no matching evidence or wear already noted at move-in. It will then prepare a reply you can edit. See how it works or join the waitlist to hear when it opens.