Walk through the unit before you sign the lease
Before you hand over a deposit or sign anything, spend at least 30 minutes inside the rental unit itself. Bring a phone or camera, a flashlight, and a notebook. The landlord or property manager should let you in for this walk-through — if they refuse, that is a warning sign. Document what you see because what exists on move-in day becomes your responsibility unless you have written proof it was already damaged.
The goal is not to find reasons to back out. The goal is to record the actual condition so that when you move out, the landlord cannot claim you caused damage that was already there. Many security deposit disputes happen because a tenant and landlord disagree about what the unit looked like on day one.
Key Takeaways
- Take photos or video of every room, closet, and surface before you move in, and send them to the landlord in writing so there is a dated record.
- Check that utilities work — water pressure, heat, air conditioning, stove burners, refrigerator — because some landlords will not fix them after you move in.
- Look for mold, pest droppings, broken windows, and missing smoke detectors, and report these in writing before you sign, because they may be code violations the landlord must fix.
- Read the move-in inspection form the landlord provides, mark every existing damage or stain, and keep a copy for your records.
- If the landlord will not let you document the condition or refuses to fix safety issues, consider walking away — these are signs of a difficult tenancy ahead.
Document the condition in writing and with photos
Most landlords provide a move-in inspection form — a checklist where you mark the condition of walls, floors, appliances, and fixtures. Fill this out completely and honestly. If there is a stain on the carpet, mark it. If a cabinet door does not close, mark it. If the paint is chipped, mark it. Do not exaggerate, but do not skip anything either.
Take photos or video of every room, including closets, the kitchen, bathroom, and any storage space. Photograph damage close-up and from a distance so the location is clear. Photograph the condition of appliances, the state of the walls, and the floor. Send these photos to the landlord by email with the date and time stamp visible. Write something straightforward like: "Here are photos of the unit taken on [date] before I moved in." This creates a dated record that protects you both.
Keep a copy of the signed move-in form and your photos in a folder. You will need them when you move out, because the landlord will use this form to compare the unit's condition then versus now.
Test every utility and appliance that comes with the unit
Turn on the stove and check that all burners heat. Open the refrigerator and freezer and confirm they are cold. Run the dishwasher if there is one. Flush the toilet and run the sink in every bathroom. Check the water pressure — turn on the shower and see if the flow is normal. Turn on the heat or air conditioning and listen for it to kick in. These are not cosmetic issues; they are the things you will use every day.
If something does not work, tell the landlord in writing before you move in. Some landlords will fix it; others will say it is your responsibility once you have signed. You want to know which before you commit. If the landlord says a broken appliance or non-functioning utility is your problem, ask for a rent reduction in writing, or reconsider the rental.
Pay special attention to heat in winter climates. If the heat does not work during your walk-through, this is a serious issue — most states require landlords to maintain heat to a minimum temperature. Do not move in and hope it gets fixed later.
Look for mold, pests, and code violations
Open closets and look at the corners and baseboards. Smell for mustiness or mold. Check under sinks for water stains or soft wood, which can indicate a leak or mold behind the walls. Look at the bathroom ceiling and around the shower for dark spots or discoloration. Mold is a health hazard and a landlord's responsibility to fix, but only if you report it before you move in.
Look for signs of pests: droppings in corners or under the sink, dead insects, or small holes in baseboards. If you see evidence of roaches, mice, or other pests, report it in writing. The landlord must treat the unit before you move in.
Check that there is a smoke detector in the hallway and in each bedroom. Check that there is a carbon monoxide detector if the unit has gas heat or a gas stove. These are required by law in most places. If they are missing, the landlord must install them before you move in — do not move in without them.
Inspect windows, doors, and locks
Open and close every window. They should move smoothly and lock. If a window is painted shut or the lock is broken, report it. Check that all exterior doors lock and that the locks work smoothly. If you have a deadbolt, test it. Try the door from the outside to make sure it closes securely.
Look for broken glass, cracks, or missing panes. Check the seals around windows and doors for gaps or deterioration. These affect your security and your heating and cooling costs. If windows or doors are damaged, the landlord should repair them before you move in.
If the unit has a sliding glass door or patio door, check that it locks and that the track is clean and moves smoothly. Dirty or damaged sliding doors are common and often the landlord's responsibility to maintain.
Check the walls, floors, and ceilings for damage
Walk through each room and look at the walls. Note any holes, dents, stains, or marks. Look at the ceiling for water stains, cracks, or peeling paint. Water stains mean there has been a leak — this is the landlord's problem, not yours, but you need to document it before you move in.
Check the floors. Are there stains, gouges, or areas where the finish is worn? If the unit has carpet, look for stains or areas where the pile is matted down. If it has hardwood or tile, look for scratches, cracks, or missing grout. Document what you see. Normal wear and tear is expected, but you want a record of what was already worn when you arrived.
Look at the baseboards and trim. Are they scuffed, dented, or damaged? These details matter because landlords sometimes claim tenants caused damage that was already there.
Ask about maintenance and what the landlord will and will not fix
Before you move in, ask the landlord in writing what maintenance they handle and what is your responsibility. For example: Does the landlord maintain the HVAC system, or do you? Who pays for a new water heater if it fails? Who replaces air filters? Who maintains the yard or landscaping?
Get the answers in writing — a text, email, or note in the lease. This prevents disputes later when something breaks and you disagree about who should fix it.
Also ask for the name and number of the maintenance person or emergency contact. If something breaks on a weekend or at night, you need to know who to call.
Frequently Asked Questions
What if the landlord will not let me take photos during the walk-through?
Ask why. Most landlords allow photos because they protect both of you. If the landlord refuses, ask if you can fill out the move-in form very carefully and have them sign it. If they refuse both, this is a red flag — it suggests they may not be honest about the unit's condition. Consider looking for a different rental.
Can I refuse to move in if something is broken?
That depends on your lease and your state's laws. In many places, you can break the lease without penalty if the unit is not habitable — meaning it lacks heat, hot water, working plumbing, or is infested with pests. Check your state's tenant rights before you sign. If the lease is already signed and something major is broken, contact your local tenant rights organization.
What should I do if the landlord says I caused damage that was already there?
This is why the move-in photos and form matter. Show the landlord your dated photos and the signed move-in inspection form. If the landlord still disagrees, you may need to dispute the security deposit claim in small claims court. Bring your photos and the form as evidence.
Do I have to sign the move-in form the landlord gives me?
Yes, you should sign it — it protects you. But read it carefully first and mark every existing damage or stain. If the form says the unit is in perfect condition and you see damage, mark it and initial the change. Do not sign a form that does not match what you actually see.
What if I find mold after I move in?
Report it to the landlord in writing when ready. Take photos. In most places, the landlord must fix mold within a certain time frame — usually 14 to 30 days depending on the state. If the landlord does not respond, contact your local health department or tenant rights organization. Do not wait; mold spreads and is a health hazard.