Fillable checklist

Move In Inspection Form: Rental Condition Record (Free Printable PDF)

Fillable tenant and landlord move-in condition record by room. Print a blank copy or save a filled PDF and CSV of the ratings.

Rentals Fillable form · 9 sections · 77 checks Download filled or blank PDF and CSV Cross-checked against HUD 4350.3, 24 CFR 5.703, and WA RCW 59.18.260 · Last verified Sep 1, 2026

Snugage fillable checklist

Fill this on screen, then download a PDF or CSV. Download a blank copy to complete by hand. Answers stay in this tab only. The next visitor sees a blank form. This is a tenant and landlord move-in condition record by room: entry, kitchen, baths, bedrooms, living, systems, exterior, and keys.

  • 9 sections
  • 77 checks
  • Blank for each visitor

Form details

Property and parties

This is a practical template, not legal advice and not an official state lease form or HUD occupancy form. Landlord-tenant checklist fields, signatures, photo rules, and deposit deadlines vary by state. Walk the unit together before or at move-in. Rate each line Good, Fair, Poor, or N/A, and write existing damage in Notes.

15 fields
Property and parties

Washington RCW 59.18.260 asks a deposit checklist to describe furniture and appliances when they are part of the rental. Mark furnished lines N/A on an unfurnished unit.

Use the Baths section for all baths. If two baths differ, name the bath in Notes.

Example: bedrooms A and B, living, dining nook. Mark a room N/A in its section if it is not in this unit.

Count each type. Confirm the same count in Exterior and keys.

California DRE guidance treats photos as a strong practice. California also has separate landlord photo rules as of 2025. Other states differ. Photos are not a substitute for written notes.

Inspection station

Entry and halls

Cover the entry door, hall, stairs, and any foyer. Mark N/A on a line the unit does not have. Write stains, holes, missing hardware, and missing bulbs in Notes.

11 items
Entry and halls

Entry door, frame, and weatherstrip

Closes and latches. Look for cracks, warping, peeling finish, and gaps at the weatherstrip.

Entry door, frame, and weatherstrip: Good, Fair, Poor, or N/A

Locks, deadbolt, and hardware

Keys work. Deadbolt throws. Strike plate and knobs are present. Washington RCW 59.18.260 treats fixtures and equipment as checklist items when a deposit is collected.

Locks, deadbolt, and hardware: Good, Fair, Poor, or N/A

Floors and coverings

Carpet, vinyl, tile, or wood: stains, tears, missing transitions, and excess wear. Ordinary use is not the same as damage. Record what you see.

Floors and coverings: Good, Fair, Poor, or N/A

Walls, paint, and wallpaper

Holes, scuffs, peeling paint, and torn wallpaper. Washington RCW 59.18.260 lists walls, including paint and wallpaper, on a deposit checklist.

Walls, paint, and wallpaper: Good, Fair, Poor, or N/A

Ceiling

Stains, cracks, peeling, and missing texture. Note any active drip.

Ceiling: Good, Fair, Poor, or N/A

Steps, landings, and handrails

Treads, risers, landings, and a graspable rail where stairs exist. HUD 24 CFR 5.703 looks at stairs and a guardrail on elevated walking surfaces in HUD housing. Mark N/A if this unit has no interior stairs.

Steps, landings, and handrails: Good, Fair, Poor, or N/A

Windows, coverings, and screens

Open, close, and lock. Glass, screens, blinds, and drapes. Mark N/A if the hall has no window.

Windows, coverings, and screens: Good, Fair, Poor, or N/A

Lighting, fixtures, bulbs, and switches

Fixture present, switch works, bulb installed. HUD 24 CFR 5.703 treats lighting and switches as unit components in HUD housing.

Lighting, fixtures, bulbs, and switches: Good, Fair, Poor, or N/A

Electrical outlets

Cover plates on, no broken faces. Do not open the panel. This is a condition record, not an electrical inspection.

Electrical outlets: Good, Fair, Poor, or N/A

Closets, shelves, and rods

Doors, tracks, shelves, and rods. California DRE inventory treats closet doors and tracks as arrival items.

Closets, shelves, and rods: Good, Fair, Poor, or N/A

Doorbell or intercom

Button or panel works, or mark N/A if the building has none.

Doorbell or intercom: Good, Fair, Poor, or N/A

Inspection station

Kitchen

Walk appliances, sink, counters, cabinets, floor, walls, lights, and outlets. Mark N/A on a dishwasher, disposal, or second oven the unit does not have.

14 items
Kitchen

Range, oven, and range hood

Burners or elements heat, oven door closes, hood fan and light if present. California DRE inventory lists stove, oven, range hood, broiler pan, and grills. Write missing pans or racks in Notes.

Range, oven, and range hood: Good, Fair, Poor, or N/A

Refrigerator

Cools, door seals, shelves and drawers present. California DRE inventory lists ice trays and butter dish when they came with the unit.

Refrigerator: Good, Fair, Poor, or N/A

Sink, faucets, and garbage disposal

No standing leak at the trap you can see. Faucet hot and cold. Disposal hums if installed. Mark disposal N/A if none.

Sink, faucets, and garbage disposal: Good, Fair, Poor, or N/A

Hot and cold running water at the sink

HUD 24 CFR 5.703 requires hot and cold running water, including an adequate source of safe drinking water, in the kitchen of HUD housing. Private rentals follow state habitability rules, which vary. Record flow and whether water heats.

Hot and cold running water at the sink: Good, Fair, Poor, or N/A

Dishwasher

Door latches, racks present, no obvious leak under the kickplate. Mark N/A if the unit has none.

Dishwasher: Good, Fair, Poor, or N/A

Counters

Burns, chips, stains, and delamination. Seattle's deposit checklist list includes countertops as a detail to record.

Counters: Good, Fair, Poor, or N/A

Cabinets and cupboards

Doors, drawers, hinges, and shelves. California DRE inventory starts the kitchen block with cupboards.

Cabinets and cupboards: Good, Fair, Poor, or N/A

Floor and coverings

Stains, tears, missing tile, and swelling at the sink. Record the covering type in Notes.

Floor and coverings: Good, Fair, Poor, or N/A

Walls and ceiling

Grease, holes, stains, and peeling. Include the backsplash.

Walls and ceiling: Good, Fair, Poor, or N/A

Windows, coverings, and screens

Operate and lock. Drapes or blinds, screens, and glass. Mark N/A if there is no kitchen window.

Windows, coverings, and screens: Good, Fair, Poor, or N/A

Exhaust fan

Fan runs if separate from the range hood. Mark N/A if the only exhaust is the range hood already rated above.

Exhaust fan: Good, Fair, Poor, or N/A

Lighting and switches

HUD 24 CFR 5.703 asks HUD housing for a permanently mounted light fixture in the kitchen. Record whether a fixture is present and works. This form does not decide code compliance for a private rental.

Lighting and switches: Good, Fair, Poor, or N/A

Electrical outlets, including any GFCI at the sink

Cover plates on. If a GFCI is present, test only with the device button, not by opening the box. HUD 24 CFR 5.703 requires GFCI protection for outlets within 6 feet of a water source in HUD housing. That figure is a HUD housing standard, not a private-rental pass or fail on this form.

Electrical outlets, including any GFCI at the sink: Good, Fair, Poor, or N/A

Food preparation and storage area

A usable counter and cabinet or pantry space. HUD 24 CFR 5.703 describes a kitchen area with a sink, cooking appliance, refrigerator, food preparation area, and food storage for HUD housing. Mark N/A only if this is not a kitchen.

Food preparation and storage area: Good, Fair, Poor, or N/A

Inspection station

Baths

Use one pass for every bathroom. If two baths differ, write the bath name in Notes on that line. Mark N/A on a tub, window, or second vanity the bath does not have.

13 items
Baths

Sink, faucet, vanity, and medicine cabinet

California DRE inventory lists sink, vanity, and medicine cabinet. Look for chips, slow drain, and missing cabinet hardware.

Sink, faucet, vanity, and medicine cabinet: Good, Fair, Poor, or N/A

Shower and tub, enclosure, door, and tracks

California DRE inventory lists shower and tub walls, door, and tracks. Look for chips, moldy caulk, missing stopper, and a door that sticks.

Shower and tub, enclosure, door, and tracks: Good, Fair, Poor, or N/A

Toilet

Bowl, tank, seat, and supply line you can see. Flushes and refills. HUD 24 CFR 5.703 requires an interior flushable toilet in HUD housing.

Toilet: Good, Fair, Poor, or N/A

Hot and cold running water

HUD 24 CFR 5.703 requires hot and cold running water, including an adequate source of safe drinking water, in the bathroom of HUD housing. Record whether both run and whether water heats.

Hot and cold running water: Good, Fair, Poor, or N/A

Bathroom usable in privacy (door and lock)

Door closes. Privacy lock or latch if one is installed. HUD 24 CFR 5.703 requires a bathroom or sanitary facility that is in proper operating condition and usable in privacy in HUD housing.

Bathroom usable in privacy (door and lock): Good, Fair, Poor, or N/A

Towel bars and curtain rod or door

Bars present and anchored. Shower curtain rod or glass door already covered under shower and tub if that is the enclosure.

Towel bars and curtain rod or door: Good, Fair, Poor, or N/A

Exhaust fan

Fan runs and is not seized. Mark N/A if the bath has an operable window and no fan, and say so in Notes.

Exhaust fan: Good, Fair, Poor, or N/A

Floor and coverings

Tile, vinyl, or other covering: missing grout, stains, and soft spots.

Floor and coverings: Good, Fair, Poor, or N/A

Walls and ceiling

Peeling, stains, holes, and mildew. Include the wet-wall surround if it is not the tub enclosure already rated.

Walls and ceiling: Good, Fair, Poor, or N/A

Windows, coverings, and screens

Operate, lock, and screen if present. Mark N/A if the bath has no window.

Windows, coverings, and screens: Good, Fair, Poor, or N/A

Lighting and switches

HUD 24 CFR 5.703 asks HUD housing for a permanently mounted light fixture in each bathroom. Record whether a fixture is present and works.

Lighting and switches: Good, Fair, Poor, or N/A

Electrical outlets, including any GFCI

Cover plates on. Test a GFCI only with its buttons. HUD 24 CFR 5.703 GFCI-within-6-feet rule is for HUD housing, not a private-rental pass or fail here.

Electrical outlets, including any GFCI: Good, Fair, Poor, or N/A

Cabinets and closets

Linen closet or extra cabinet: doors, shelves, and hardware. Mark N/A if none.

Cabinets and closets: Good, Fair, Poor, or N/A

Inspection station

Bedrooms

Walk each bedroom. If rooms differ, name the room in Notes. Mark N/A on a closet, ceiling fan, or smoke alarm line only when that bedroom truly has none, and say so.

11 items
Bedrooms

Floor, carpet, and other flooring

Stains, burns, tears, and padding problems. Washington RCW 59.18.260 lists carpets and other flooring on a deposit checklist.

Floor, carpet, and other flooring: Good, Fair, Poor, or N/A

Walls, paint, and wallpaper

Holes, marks, peeling, and torn paper. Same wall items as the entry, recorded per bedroom.

Walls, paint, and wallpaper: Good, Fair, Poor, or N/A

Ceiling

Stains, cracks, and peeling. Note any smoke-alarm patch that is unfinished.

Ceiling: Good, Fair, Poor, or N/A

Windows, coverings, and screens

Open, close, and lock. Glass, screens, blinds, and drapes. California DRE inventory lists windows, draperies, and screens.

Windows, coverings, and screens: Good, Fair, Poor, or N/A

Doors, locks, and hardware

Interior door, closet doors, hinges, and latches. California DRE inventory lists doors, including hardware.

Doors, locks, and hardware: Good, Fair, Poor, or N/A

Closets, doors, tracks, shelves, and rods

California DRE inventory lists closets, including doors and tracks. Write missing rods in Notes.

Closets, doors, tracks, shelves, and rods: Good, Fair, Poor, or N/A

Lighting and switches

Ceiling fixture or switched outlet, as installed. HUD 24 CFR 5.703 asks HUD housing for two working outlets or one working outlet and a permanent light in habitable rooms. That is a HUD housing standard, not a private-rental pass or fail on this form.

Lighting and switches: Good, Fair, Poor, or N/A

Electrical outlets

Cover plates on, no broken faces. Count is a note, not a code verdict.

Electrical outlets: Good, Fair, Poor, or N/A

Smoke alarm inside the bedroom

Present, mounted, and tested with the test button if you can do so without damage. HUD 24 CFR 5.703 requires a working smoke detector inside each bedroom in HUD housing, and says following NFPA 72 satisfies that paragraph. Private rentals follow state and local alarm rules, which vary. Mark N/A only on a room that is not a bedroom.

Smoke alarm inside the bedroom: Good, Fair, Poor, or N/A

Ceiling fan

Blades secure, pulls or remote present if they came with the unit. Mark N/A if there is no fan.

Ceiling fan: Good, Fair, Poor, or N/A

Landlord-owned furniture in the bedroom

Washington RCW 59.18.260 lists furniture on a deposit checklist. Rate each piece in Notes. Mark N/A on an unfurnished bedroom.

Landlord-owned furniture in the bedroom: Good, Fair, Poor, or N/A

Inspection station

Living and dining

Cover the living room and any dining room or open dining area. Mark dining lines N/A if the unit has no separate dining space and the living-room lines already cover that floor.

10 items
Living and dining

Living-room floor and coverings

Carpet, wood, vinyl, or tile: stains, scratches, and tears.

Living-room floor and coverings: Good, Fair, Poor, or N/A

Living-room walls and ceiling

Holes, marks, stains, and peeling. Include picture-hanger holes you want on the record.

Living-room walls and ceiling: Good, Fair, Poor, or N/A

Living-room windows, coverings, and screens

Operate and lock. Drapes, blinds, and screens.

Living-room windows, coverings, and screens: Good, Fair, Poor, or N/A

Living-room doors and hardware

Interior doors, sliding doors to a patio if they open from this room, and hardware. Patio condition also belongs in Exterior and keys.

Living-room doors and hardware: Good, Fair, Poor, or N/A

Living-room closets

Coat closet or niche: door, rod, and shelf. Mark N/A if none.

Living-room closets: Good, Fair, Poor, or N/A

Living-room lighting and switches

Fixtures, switched outlets, and bulbs as installed.

Living-room lighting and switches: Good, Fair, Poor, or N/A

Living-room electrical outlets

Cover plates on. HUD 24 CFR 5.703 lists outlets as a unit component in HUD housing.

Living-room electrical outlets: Good, Fair, Poor, or N/A

Dining area floor, walls, lights, and windows

Use this line when dining is a separate room or a defined nook. Mark N/A if dining is the same space already rated above.

Dining area floor, walls, lights, and windows: Good, Fair, Poor, or N/A

Fireplace, decorative heater, or wood stove

Do not light a fire for this form. Record screen, doors, surround, and obvious damage. Mark N/A if none. Unvented fuel space heaters are a HUD housing concern under 24 CFR 5.703. Write the appliance type in Notes.

Fireplace, decorative heater, or wood stove: Good, Fair, Poor, or N/A

Landlord-owned furniture in living or dining

Sofas, tables, and lamps that stay with the unit. Mark N/A if unfurnished.

Landlord-owned furniture in living or dining: Good, Fair, Poor, or N/A

Inspection station

Systems and safety equipment

Record heating, cooling, water heater, thermostat, and alarms you can see without opening sealed equipment. This is not a licensed HVAC, plumbing, or fire-alarm inspection.

8 items
Systems and safety equipment

Heating equipment

Furnace, boiler, or installed heat pump: visible condition and that it produces heat if you can run it without damage. HUD 24 CFR 5.703 requires a permanently installed heating source in designated climate zones for HUD housing, and bans unvented gas, oil, or kerosene space heaters in those units.

Heating equipment: Good, Fair, Poor, or N/A

Air-conditioning unit(s)

Window unit, mini-split, or central air you can see. Filter access if the California DRE inventory line for furnace or air conditioner filters applies. Mark N/A if the unit has no AC.

Air-conditioning unit(s): Good, Fair, Poor, or N/A

Thermostat

Mounted, display or analog readable, and it calls for heat or cool if you can test briefly.

Thermostat: Good, Fair, Poor, or N/A

Water heater (if accessible in the unit)

Tank or on-demand unit you can see: leaks at the pan or valves, rust, and a blocked closet. Mark N/A if the heater is in a locked common room you cannot enter.

Water heater (if accessible in the unit): Good, Fair, Poor, or N/A

Smoke and fire alarms outside the bedrooms

Hall or living-area detector present and tested with the test button if you can. HUD 24 CFR 5.703 also locates detectors on each level, within 21 feet of a bedroom door, and on the living-area side of a door that separates a bedroom from an adjacent living area, for HUD housing. Those distances are HUD housing rules. State and local alarm placement still varies.

Smoke and fire alarms outside the bedrooms: Good, Fair, Poor, or N/A

Carbon monoxide alarm

Present where the building has fuel-burning appliances, an attached garage, or a local CO rule. HUD 24 CFR 5.703 requires HUD housing to meet CO detection standards set by HUD notice, with listed exceptions. Private rentals follow state and local CO rules. Mark N/A only when no CO alarm is required and none is installed, and say why.

Carbon monoxide alarm: Good, Fair, Poor, or N/A

Fire extinguisher if the landlord provided one

Mounted, gauge in the charged range if it has a gauge. Mark N/A if none was provided.

Fire extinguisher if the landlord provided one: Good, Fair, Poor, or N/A

In-unit washer, dryer, or hookups

Machines that stay with the unit, or capped hookups. Mark N/A if laundry is common-area only or not provided.

In-unit washer, dryer, or hookups: Good, Fair, Poor, or N/A

Inspection station

Exterior and keys

Cover the parts of the building, yard, parking, and access devices that come with this tenancy. Mark N/A on a patio, garage, or storage cage this unit does not have.

10 items
Exterior and keys

Other exterior doors and locks

Back door, sliding door, and any gate that is part of the unit. Locks and keys work. Entry door is already rated in Entry and halls.

Other exterior doors and locks: Good, Fair, Poor, or N/A

Patio, deck, balcony, or terrace

Boards, railings, and walking surface. California DRE inventory lists patio, deck, yard, planted areas, ground covering, and fencing. HUD 24 CFR 5.703 treats attached porches, patios, and balconies as outside areas in HUD housing. Do not climb an unsafe rail. Mark N/A if none.

Patio, deck, balcony, or terrace: Good, Fair, Poor, or N/A

Yard, planted areas, and fencing

Who maintains the yard should already be in the lease. Record condition at move-in: bare dirt, broken fence, or overgrown growth you do not want blamed later.

Yard, planted areas, and fencing: Good, Fair, Poor, or N/A

Parking, garage, or carport

Assigned space, garage door, opener, and interior if it is part of the unit. Mark N/A if parking is not assigned.

Parking, garage, or carport: Good, Fair, Poor, or N/A

Exterior lighting at the unit

Porch, stoop, or patio fixture that serves this unit. Common-area site lighting is not this line unless the lease assigns it.

Exterior lighting at the unit: Good, Fair, Poor, or N/A

Mailbox or cluster box

Key or code works. Box number matches the unit.

Mailbox or cluster box: Good, Fair, Poor, or N/A

Keys, fobs, garage remotes, and access cards work

Test each device issued in the header. Write the count again if it differs from Keys, fobs, and remotes issued.

Keys, fobs, garage remotes, and access cards work: Good, Fair, Poor, or N/A

Window screens and storm doors

Screens for operable windows on this unit, and a storm door if one is installed. Missing screens belong in Notes.

Window screens and storm doors: Good, Fair, Poor, or N/A

Trash and recycling area for this unit

Cans, chute, or assigned bin if the lease provides them. Mark N/A if the tenant brings their own cans and none were issued.

Trash and recycling area for this unit: Good, Fair, Poor, or N/A

Assigned storage or shed

Cage, locker, or shed that comes with the unit. Mark N/A if none.

Assigned storage or shed: Good, Fair, Poor, or N/A

Form details

Deficiencies and sign-off

Both parties should sign and date. The tenant should keep a copy. HUD Occupancy Handbook 4350.3 paragraph 6-29 applies to HUD-subsidized multifamily housing: joint inspection before the lease, both signatures, a decent-safe-sanitary statement, repairs dated no more than 30 days after the lease effective date, five days for the tenant to add deficiencies, and the form attached to the lease. Those HUD handbook steps are not a nationwide private-rental rule.

12 fields
Deficiencies and sign-off

On HUD-subsidized multifamily housing, handbook 6-29 says to specify a completion date no more than 30 days after the lease effective date. Private rentals follow the lease and state law.

Leave blank if no repairs were promised. Do not copy HUD's 30-day window onto a private rental unless this property is HUD-assisted and that handbook applies.

HUD Occupancy Handbook 4350.3 paragraph 6-29 requires this statement on HUD-subsidized multifamily move-in forms. Checking it here is a record of this walk, not a legal conclusion and not a substitute for a state official form.

Washington RCW 59.18.260 requires the tenant to receive a copy of the signed checklist when a deposit is collected in that state. The tenant may request one free replacement copy. Other states differ.

On HUD-subsidized multifamily housing, handbook 6-29 gives the tenant 5 days to report additional deficiencies. Private-rental follow-up windows vary by lease and state.

Draw your signature, or upload an image to replace it.

Draw your signature, or upload an image to replace it.

Draw your signature, or upload an image to replace it.

Leave blank if there is only one adult tenant signing.

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References

  1. Move-in inspection requirements for HUD-subsidized multifamily housing - HUD Occupancy Handbook 4350.3 REV-1, Chapter 6, paragraph 6-29
  2. National standards for the condition of HUD housing, unit and safety items - 24 CFR 5.703
  3. Written move-in checklist required before collecting a security deposit - Washington RCW 59.18.260
  4. Inventory checklist practice and room items for tenants and landlords - California Department of Real Estate, California Tenants guide
  5. Move-in checklist when a security or damage deposit is collected - City of Seattle, Renting in Seattle

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These checklists are provided for general reference only. Always verify the steps against local codes, a licensed inspector or a qualified contractor before relying on them, especially for safety-critical work.