Sample Rental Checklist for Condition of Unit

Rental checklists are useful for both landlords and tenants. They are one of the easiest landlord documents to understand. Every landlord should document the condition of their rental unit, and a checklist provides a simple way to do so.

When Should You Document Condition of Unit?

There are two times you should always document the condition of your rental property: when a tenant moves into the unit and when a tenant moves out of the unit.

This allows you to compare the condition of the property to determine if the tenant has caused any damage.

How Should You Document Condition of Unit?

To document the condition of the property, you will want to take photos of the property. You will then want to walk through the property with the tenant and with the rental checklist so that together you can document the condition of each room and of the individual parts of each room. You should have the tenant sign off on this checklist to acknowledge that the tenant agrees with the condition of the unit as stated.

Reasons This Rental Checklist Is Important

This checklist is important because it can help serve as evidence if a tenant tries to dispute damage that was done to the rental while they were living in the property. You will have evidence of the condition of the property when the tenant moved in, that the tenant has signed off on, in case you are involved in a security deposit dispute.

What Should the Checklist Include?

There are basics that every checklist should include and then there are specifics that will be unique to each rental unit.

When preparing a checklist that describes the condition of a rental unit, there are certain things you want to make sure the checklist includes.

• Tenant’s Name.
• Tenant’s Address, Including Unit Number.
• Date of Move-In.
• Date of Move-Out (When Occurs).
• Date of Move-In Inspection.
• Date of Move-Out Inspection.
• Tenant Signature.
• Landlord Signature.
• Condition of Each Room in Rental Unit Upon Move-In.
• Condition of Each Room in Rental Unit Upon Move-Out.
• Condition of Exterior Spaces, Such as Front Porch, Upon Move-In.
• Condition of Exterior Spaces, Such as Front Porch, Upon Move-Out.
• All Smoke Detectors and Carbon Monoxide Detectors Are in Functioning Order.
• Specifics:

Every unit and each property is different, so each rental unit checklist must be adjusted to accurately describe the individual unit. For example, a checklist for a one-bedroom will be different than a checklist for a two-bedroom because there needs to be an additional section for the second bedroom. A checklist for a fully furnished unit will be much more extensive than a non-furnished unit because you must note the condition of each piece of furniture. It is in your best interest to be as specific as possible when preparing the property condition checklist for each rental unit that you own.

 Sample Rental Unit Condition Checklist

Tenant Name:__________________________

Tenant Address:__________________________

Unit Number:___________

Date of Move-In Inspection:________________

Move-In Inspection Performed By:______________

Date of Move-Out Inspection:_________________

Move-Out Inspection Performed By:_________________

Condition:

P=Poor; G=Good; E=Excellent

Notes:

Please feel free to describe the condition of the feature in detail. For example, note if there is a scratch, stain or dent. If the item is new, this should also be noted here.

                                       Move-In Condition        Notes           Move-Out Condition        Notes

Living Room 

Floor                             

Walls

Ceiling

Door

Door Lock/Hardware

Windows

Window Lock

Lighting Fixtures

Outlet Covers

Smoke Detector

Carbon Monoxide Detector

Heat

Air Conditioning

(Sections for Dining Room, Hallways, Bedroom 1, 2, etc., Will Be Similar to Above)    

Kitchen

Floor

Walls

Ceiling

Cabinets

Drawers

Cabinet/Drawer Hardware

Counter

Sink

Plumbing

Door

Door Lock/Hardware

Windows

Window Lock

Lighting Fixtures

Outlet Covers

Smoke Detector

Carbon Monoxide Detector

Heat

Air Conditioning

Refrigerator

Exterior

Interior

Light

Ice Maker

Stove/Oven

Exterior

Interior

Burners

Vent

Knobs

Light

Dishwasher

Exterior

Interior

Bathroom 1, 2, etc.

Floor

Walls

Ceiling

Shower

Tub

Tub Caulking

Toilet Bowl

Toilet Seat

Vanity

Sink

Plumbing

Mirror

Lighting Fixtures

Faucets

Windows

Door

Door Hardware/Lock

Front Porch

Railing

Steps

Laundry Room

Washer

Dryer

By signing this document, the landlord and the tenant are agreeing to the condition of the rental property, except for any discrepancies noted. The tenant acknowledges that damage done to the unit, in excess of normal wear and tear, can result in deductions being taken from the tenant’s security deposit.

Date of Move-In Inspection:_________________________________

Tenant Signature:__________________________________________

Landlord Signature:________________________________________

Date of Move-Out Inspection:_________________________________

Tenant Signature:___________________________________________

Landlord Signature:__________________________________________

*This is a sample document, it is not legal advice. Please consult a lawyer to determine appropriate wording for legal documents and to make sure you are adhering to your state’s laws.