Move-in inspection letter to landlord (template)

8 min read · Email template · Not legal advice

Sending a move-in inspection letter creates a dated record of what you observed. Check your lease and local guidance for the applicable timing. You are documenting facts, not accusing the landlord.

When to send it

• Ideally the same day you receive keys
• Within any reporting window stated in your lease or local guidance
• Before you paint, hang heavy items, or make repairs yourself

What to attach

• Move-in condition report (PDF or Word)
• Photo index or zip of timestamped images
• Optional: meter readings and serial numbers for appliances

Copy-paste email template

Subject: Move-In Condition Report — [Your Address]

Dear [Landlord Name],

I am writing to document the condition of [Property Address] as of my move-in on [Date].

Attached is my move-in condition report and photo log listing pre-existing items I observed. Please review and reply to confirm receipt, or note any corrections within [5–7] business days.

I will maintain the unit in good condition and ask that the listed pre-existing items be kept with the move-in record.

Thank you,
[Your Name]
[Phone]

After you send

1. Save the sent message and any reply in Google Drive or email labels
2. If no reply, send one polite follow-up after 5 business days
3. Continue logging new damage during tenancy (maintenance requests in writing)

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