Moving In? Here's Your Evidence Collection Checklist

Start your tenancy right with this comprehensive guide to documenting your rental property.

Why Move-In Documentation Matters

When you move out, your landlord will compare the property's condition to how it looked when you moved in. If you don't have move-in photos, you're defenseless against false claims.

Move-in documentation is your insurance policy. It proves:

• What damage existed before you moved in
• The property's condition at the start of your tenancy
• What you're not responsible for

Without it, landlords can claim anything was your fault. With it, you have proof.

When to Document

Best time: Within 24 hours of receiving keys, before you move anything in

Why: Empty rooms show condition clearly, and early documentation proves you did it immediately

If you already moved in: Document now — better late than never

Complete Move-In Documentation Checklist

1. Living Room

• ✅ Wide shots from all four corners
• ✅ Walls (scratches, holes, paint chips, stains)
• ✅ Flooring (carpet stains/wear, hardwood scratches, tile cracks)
• ✅ Ceiling (stains, cracks, water damage)
• ✅ Windows (cracks, broken screens, damaged frames)
• ✅ Doors (scratches, broken locks, damaged handles)
• ✅ Light fixtures (working, damaged)
• ✅ HVAC vents (condition, damage)

2. Kitchen

• ✅ Wide shots from multiple angles
• ✅ Countertops (chips, stains, burns, scratches)
• ✅ Cabinets (scratches, loose hinges, missing hardware, damage)
• ✅ Appliances (stove, refrigerator, dishwasher, microwave)
• ✅ Backsplash (chips, stains, grout condition)
• ✅ Sink (scratches, chips, leaks, stains)
• ✅ Flooring (stains, damage, wear)
• ✅ Walls (especially behind appliances if accessible)

3. Bedrooms

• ✅ Wide shots from all four corners
• ✅ Walls (scratches, holes, paint chips, stains)
• ✅ Flooring (carpet stains/wear, hardwood scratches, tile cracks)
• ✅ Closet interiors (damage, shelving condition)
• ✅ Windows (cracks, broken screens, damaged frames)
• ✅ Doors (scratches, broken locks)
• ✅ Ceiling (stains, cracks)

4. Bathroom(s)

• ✅ Wide shots showing entire space
• ✅ Tile (chips, cracks, missing grout, stains)
• ✅ Fixtures (toilet, sink, shower, bathtub)
• ✅ Caulking (peeling, discoloration, missing)
• ✅ Mirror (scratches, chips, damage)
• ✅ Cabinets (scratches, damage, missing hardware)
• ✅ Flooring (damage, stains, wear)
• ✅ Ceiling (stains, water damage)
• ✅ Ventilation (fan working, condition)

5. Hallways & Common Areas

• ✅ Wide shots showing entire space
• ✅ Walls (scratches, holes, paint chips)
• ✅ Flooring (stains, damage, wear)
• ✅ Ceiling (stains, cracks)
• ✅ Light fixtures (working, damaged)

6. Exterior & Entry

• ✅ Front door (scratches, damage, lock condition)
• ✅ Back door (if applicable)
• ✅ Mailbox (if applicable)
• ✅ Patio/balcony (if applicable)

7. Utilities & Systems

• ✅ Test all appliances (note any that don't work)
• ✅ Test all lights (note any that don't work)
• ✅ Test plumbing (note leaks, clogs, low water pressure)
• ✅ Test HVAC (note if it doesn't work properly)
• ✅ Document any non-working items immediately

Photo Documentation Tips

Use timestamped photos: Every photo should have metadata showing when it was taken

Include reference points: Show room numbers, unique features, or identifiable items in each photo

Take multiple angles: Wide shots + close-ups of damage

Good lighting: Turn on all lights, open blinds

Organize by room: Keep photos organized by room name

Don't skip minor damage: Document everything, even small scratches

Written Documentation

In addition to photos, document:

• Move-in condition report — Write down any damage you see
• Non-working items — List anything that doesn't work
• Communication with landlord — Save emails/texts about condition
• Lease agreement — Keep a copy of your signed lease
• Forwarding address — Provide it in writing when you move out

How DepositGenie Simplifies This

Instead of manually organizing hundreds of photos, DepositGenie:

• Automatically timestamps every photo with metadata
• Geotags photos to prove location
• Organizes by room automatically
• Provides room-by-room checklists so you don't miss anything
• Stores everything securely in the cloud
• Creates comparison reports for move-out

What used to take hours now takes 30 minutes.

Common Mistakes to Avoid

Mistake #1: Only documenting obvious damage

Document everything, even minor issues. Landlords often inflate minor damage.

Mistake #2: Not documenting good condition

Document what's in good condition too — it proves you maintained the property.

Mistake #3: Disorganized photos

Keep photos organized by room and date. Random photos are useless.

Mistake #4: No timestamps

Photos without timestamps can be dismissed. Use timestamped photos.

Mistake #5: Waiting too long

Document within 24 hours of move-in. The sooner, the better.

What to Do If You Already Moved In

If you didn't document on move-in day, do it now:

1. Document current condition — Better late than never
2. Note any damage — List anything that was already there
3. Document repairs — If landlord promises to fix something, document it
4. Save communication — Keep emails/texts about condition

While not ideal, current documentation is still valuable. It establishes a baseline.

After Documentation: What's Next?

Once you've documented everything:

1. Store securely — Keep photos backed up (cloud storage recommended)
2. Don't delete — Keep all photos until you get your deposit back
3. Update if needed — Document any new damage that occurs
4. Use for move-out — Compare move-in vs. move-out photos

Your move-in photos will be your most valuable asset when fighting unfair deductions.

Real-World Example

Marcus moved into a Phoenix apartment and documented everything with DepositGenie. When he moved out 18 months later, his landlord tried to charge $600 for "carpet stains" and "wall damage."

Marcus pulled up his move-in photos and showed:

• Carpet stains that existed before move-in
• Wall scratches that were already there
• Comparable move-out photos showing same condition

Landlord dropped all charges immediately. Marcus got his full deposit back.

Without move-in photos, Marcus would have lost $600. With them, he had proof.

Bottom Line

Move-in documentation is your insurance policy. It takes 30 minutes but saves hundreds (or thousands) of dollars.

Don't skip it. Don't rush it. Do it right.

With DepositGenie, you have professional documentation tools that make this easy. Room-by-room checklists, automatic timestamps, cloud storage, and organization.

Start your tenancy right. Document everything on move-in day.