Security deposit checklist for renters (move-in day)

12 min read · Move-in protection · Not legal advice

Lease terms and local rules vary, but a move-in record commonly includes room photos, written condition notes, and a dated message to the landlord. This checklist organizes those tasks.

Within 24 hours: photograph everything

1. Every room — wide shot plus close-ups of walls, floors, ceilings, outlets, and windows.
2. Kitchen & bath — under sinks, grout, appliances, exhaust fans, water pressure (short video).
3. Doors & locks — scratches, sticking frames, missing weatherstripping.
4. Meters — utility readings with date visible (photo of dial or screen).
5. Outdoor areas — patios, parking spots, mailbox, storage lockers.

Tip: keep original photo metadata or include a date-stamped note in frame so you can identify when each image was taken.

Within 72 hours: written condition report

Verbal agreements fail. Send a written move-in report that includes:

• Your name, unit address, and lease start date
• Itemized defects (room → issue → severity)
• Statement that you will not be responsible for pre-existing damage
• Request for landlord acknowledgment (email reply is enough in many states)

Attach photos or a PDF report. Keep the sent email in a folder you will still have at move-out — not only on your phone.

Deposit ledger (why spreadsheets matter)

Track every charge against your deposit: cleaning fees, “repainting,” carpet replacement. If the landlord deducts without itemized receipts, you need a ledger that shows what was actually refundable.

Common documentation gaps

• Only texting the landlord — no dated paper trail
• Assuming the landlord’s move-in form is complete
• Waiting until move-out to document pre-existing damage
• Paying last month’s rent without documenting outstanding repairs

Automate the checklist in one app

Tenant Guard turns your address and deposit amount into a move-in condition report, landlord email draft, 72-hour task list, and the Deposit Defense Swipe File — three landlord-ready scripts (notice, dispute, demand) loaded into Google Docs.