How to Make a Move-In Inventory for a Rental

One of the biggest sources of conflict at the end of a lease is the return of the security deposit. The cause is almost always the same: nobody properly documented the condition of the property at move-in. A well-made rental inventory for a house or apartment is the simplest and most effective tool for avoiding arguments over stains, scratches, or appliances that were "already like that." In this guide we explain how to put one together step by step, what it should include, and how to use it to your advantage, whether you are renting or you are the property owner.

What a move-in inventory is and what it's for

A move-in inventory is a document (ideally accompanied by photos and video) that describes the physical condition of the property and everything that comes with it —furniture, appliances, keys, remote controls— at the exact moment the tenant receives it. It is signed along with the lease agreement and compared again at the end of the lease.

Its function is simple but powerful: it sets an objective point of reference. Without it, any wear, stain, or defect that shows up during the tenancy is open to interpretation, and usually the party with less evidence loses the argument. With a well-made inventory, both landlord and tenant have clear backing to decide what counts as normal wear and tear and what is damage attributable to use.

What the inventory should include

A complete inventory covers three levels: the property itself, the furniture and equipment provided, and the utilities and meters. Organize it by room so it is easy to review.

How to document each space

A written description helps, but what really settles disputes is visual evidence with a verifiable date. Follow this method as you walk through the property:

1. Walk through the property in a fixed order (for example, entryway, living room, kitchen, bedrooms, bathrooms, patio or balcony, laundry area) and follow that same order in the move-out inventory.
2. Take photos of each space from several corners, plus close-ups of any existing imperfection: stains, scratches, burned-out bulbs, chipped tiles.
3. Record a short video walking through the entire property, narrating what you see; it serves as additional backup to the still photos.
4. Write down exact readings from the electricity and water meters and, if applicable, the stationary gas tank, including a photo of the display.
5. Test the appliances and fixtures on the spot (water faucets, toilet, outlets, air conditioning) and note if anything is not working properly from the start.
6. Save the photos and video in at least two places (email, cloud) so that the file creation date serves as backup.

How to sign it and who should be present

For the inventory to have value as evidence, both parties should be present during the walkthrough, or at least review and validate the document before signing it. A few recommendations:

• Both the owner (or their representative) and the tenant should sign (or authenticate digitally) the document, with full name and date.
• If there is a property manager or real estate agency involved, they should also sign as a witness to the condition in which the property was delivered.
• Give an identical copy to each party, either printed or as a PDF by email, on the same day it is signed.
• If you notice anything that doesn't match between what was verbally agreed and what you see during the walkthrough, note it explicitly before signing, not after.

This same process applies whether the rental is a whole house, a furnished apartment, or a commercial space. The more detailed the inventory for a furnished property, the less room there is for disagreements at the end.

The move-out inventory: how to compare it

The move-in inventory only serves its full purpose when the exercise is repeated at the end of the lease. When doing the final handover:

• Use the same route and the same checklist as at move-in, room by room.
• Compare photo against photo: what matters is distinguishing normal wear from use (a slightly faded carpet, a floor with light traffic marks) from real damage (a burn mark, a broken window, a broken appliance).
• Record the final meter readings to settle any outstanding utility bills.
• If there are differences that warrant a deduction from the deposit, document the amount and the reason in writing, ideally with a reference quote or invoice.

If you are going to rent out your property and don't yet have a lease or know how to set the terms, check out our rentals section and use the rent calculator to estimate a competitive price before listing.

Frequently asked questions

Is a move-in inventory required by law?

Not every state has an explicit legal requirement to make an inventory, but it is a highly recommended practice because it protects both parties in the event of a deposit dispute. Many lease agreements include it as a standard annex.

What happens if the tenant refuses to sign the inventory?

If the tenant does not want to sign, the owner can document the condition of the property on their own with dated photos and video, ideally with a witness present, and put in writing that the document was presented to the tenant. This does not replace a signature, but it provides some backing in a potential dispute.

How do I tell normal wear and tear from damage the tenant is responsible for?

Normal wear is the deterioration to be expected from everyday use over the course of the tenancy, such as slightly faded paint or floors with light traffic marks. Damage the tenant is responsible for is usually something specific and avoidable, such as a burn mark, a broken window, or an appliance damaged through misuse. The inventory compared between move-in and move-out is the best tool for telling them apart.

Should I make an inventory even if the property is unfurnished?

Yes. Even without furniture, there are always things to document: paint, floors, electrical and plumbing systems, doors, windows and, if present, built-in appliances such as a stove or water heater. The goal is to record the general condition of the property, not just the furnishings.