The Inspection Checklist That Stops Deposit Fights

Most security-deposit disputes aren't about who's right — they're about who has the paperwork. The landlord remembers the carpet as new; the tenant remembers the stain that was always there. A move-in inspection checklist, signed by both parties with photos attached, turns "I remember" into "here's the record". Ten minutes at move-in saves a hundred emails at move-out.

Walk the property room by room

The checklist works because it's boring and thorough. Go through every room and rate the condition of the things that usually cause arguments: floors and carpets, walls and paint, windows and screens, doors and locks, fixtures and light fittings, appliances, and any furniture provided. Don't forget the spots people skip — inside cupboards, behind doors, bathroom grout, ceiling corners where leaks show.

• Rate each item — "good / fair / needs attention" beats a blank line that means nothing later.
• Write what you see — "scratch on oven door, 4 cm" is evidence; "kitchen fine" is not.
• Photograph as you go — one photo per noted issue, timestamped, shared with both parties.
• Both sign and date it — an unsigned checklist is a helpful list; a signed one is a record.

Move-in vs move-out: do both

The move-in checklist sets the baseline; the move-out checklist measures against it. Side by side, they answer the only question that matters: what changed during the tenancy? Tenants should walk the move-out checklist themselves and flag anything that looks like normal wear before the landlord does — "normal wear and tear" is usually excluded from deposit deductions, but proving it started as wear is easier with the move-in record in hand.

How to create yours with SleekKitBox

1. Open the Inspection Checklist template.
2. Fill in the property, the tenant, and the check type (move-in or move-out).
3. Rate each room's condition as you walk through, then download the PDF for both parties to sign.

Landlords: pair the checklist with a rental application and a receipt for deposits, and the whole tenancy has clean paperwork. If you're scanning in handwritten notes later, rotating and tidying the scans keeps the file readable.

Frequently asked questions

Do I need a witness? Not usually — both parties signing and dating is the standard. Photos add more weight than a witness ever will.

What counts as normal wear? Faded paint, minor scuffs, worn carpets — the stuff that happens from living somewhere. Real damage (holes, stains beyond cleaning) is different. Local rules often spell out the line; check yours.

Can I add photos to the PDF? The template is text-based — attach photos alongside it, or merge photo pages and the checklist with a PDF merger to keep everything in one file.

👉 Create yours: free Inspection Checklist template →