First Impressions Matter: Best Practices for Documenting Move-Ins

Move-in day isn’t just about handing over keys—it’s your opportunity to set clear expectations, protect your property, and prevent future disputes. Properly documenting the condition of a unit at the start of a tenancy helps ensure any wear, damage, or deductions at move-out can be evaluated fairly—and legally.

Here’s how to get it right.

Use the Move-in/Move-out Inspection Report

California law requires that landlords offer tenants a pre-move-out inspection before the end of the tenancy, but it’s just as important to document the unit’s condition at move-in to prevent disputes over damage or deductions later.

BPOA’s Move-In/Move-Out Inspection Report is a detailed checklist designed to document the condition of the unit at the start and end of the tenancy. This form should ideally be completed jointly by the landlord and tenant at move-in. If a joint inspection cannot be arranged:

• The landlord may provide a pre-filled version of the report based on their inspection.

• The tenant then has 48 hours from the time of move-in to conduct their own inspection, add any comments or observations, and return the signed form.

We recommend the following best practices:

• Sign and date the form after it’s been reviewed by both parties.

• Ensure that both landlord and tenant retain a copy.

• Use the same form at move-out to compare conditions and support any deductions made from the security deposit.

• Use photographic documentation in addition to the checklist; the form is not a substitute for photos.

The report helps establish a shared understanding of the unit’s condition. A well-documented move-in sets the stage for a smoother move-out.

Take Photos—Even Before It’s Legally Required

While photographic documentation of the unit before move-in is only required for new tenancies beginning on or after July 1, 2025 (under AB 2801), we strongly recommend photographing the unit for all new tenancies starting now.

Best practices include:

• Time- and date-stamped images of every room, surface, and appliance

• Detail shots of anything already worn, scuffed, or imperfect

• Wide-angle overviews of each room

Store these photos digitally in a folder labeled by property address and lease start date.

For tenancies beginning on or after July 1, 2025, landlords are legally required to:

• Take pre-move-in photographs

• Provide copies of these photos to the tenant, regardless of whether security deposit deductions occur later

Failure to comply with this requirement may impact your ability to retain more than $125 of the security deposit, even if the tenant causes excessive damage.

Photographs are not a substitute for a written inspection checklist—they complement it.

Don’t Forget to Cover the Less Obvious

Often-overlooked items that should be documented:

• Inside cabinets, drawers, and closets

• Screens and window locks

• Under sinks (check for leaks or water stains)

• Thermostats, wall heaters, and pilot lights

• Smoke and carbon monoxide alarms (test and date-stamp!)

Keep Your Records Organized

Maintain a file for each tenancy that includes:

• A signed copy of the Move-In/Move-Out Inspection Report

• Move-in photos

• A copy of the lease and addenda

• Receipts for the security deposit and any move-in payments

• Notes on conversations or agreements related to the unit’s condition

Treat Documentation as Routine, Not Reactive

It’s easy to skip these steps—until you’re standing in small claims court trying to justify a deduction. Taking the time to document move-ins thoroughly is one of the most effective ways to protect yourself and maintain a professional relationship with your tenants.