Sample Rental Checklist for Condition of Unit

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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.