As confident as you may feel about your tenant choice, you cannot rule out the probability of property damages occurring during the lease period. This, therefore, calls for a thorough walkthrough inspection to determine the condition of the house before a tenant moves in and after they move out. You do it twice to establish that everything is available and in good condition before the rental period begins. Any discrepancies when the lease ends, more so those beyond normal wear and tear, you can attribute to the tenant, and he or she may be liable. You can then lawfully deduct the cost of repairs from the tenant’s security deposit while using the checklist as credible evidence of the discrepancy. You can estimate the cost depending on the severity of the damage.
A walkthrough inspection requires you to walk from room to room, assessing each item and area individually. This can be a frustrating and exhausting process, more so if not properly organized. A checklist comes in handy by helping you write down an inspection structure/framework that you can follow consistently. In addition, it allows you to document your findings that you compare the move-in and move-out house conditions to identify discrepancies. This way, you do not skip any room, appliance, or item to make sure you have a complete account of the entire property. In addition, it is designed to assist itemize the cost estimates of the resulting repairs.
How to use this Checklist to Record the Condition of the Property
When inspecting the property, there are many things you need to assess – from door locks and hinges and bathroom tiles to pre-installed appliances. We have identified the key property areas you need to inspect. Moreover, the checklist is formatted in a way that gives scores to the conditions at the time of over-in and move-out. The last column is to write down the amount associated to repairs at the time move-out. Here is a room-by-room and item-by-item breakdown of how this checklist helps you make you record the condition of your property.
Identification section
Identification details clarify which property you will be inspecting, when, and the associated occupant’s identity. This information helps contextualize the checklist and create an accurate record of this inspection. To fill this section, identify the resident/occupant by their full name, the property address, and move-in/move-out dates. You should record this information exactly as presented in the lease agreement.
Area/appliance/item breakdown
This section is broken down based on the various main and sub-main parts of the property. The main parts include the living room, dining room area, bedrooms, kitchen, bathroom, hallway, and appliances. Further, it breaks down the different sub-main parts of each house sections like floors, walls, windows and screens, ceiling fans, lights and switches, and other additional items. The lists in this section are extensive to make sure you are thorough and do not forget key areas or items.
Move-in-Move-out Condition rating
Use this section to record the condition of each part of the house. We have divided this section into two parts – one partition for move-in and the other for move-out to simplify information recording. Additionally, each house condition is rated on a scale of 1-3 where;
- 1 represents good (no issues)
- 2 indicates fair (minor issues that require little to no)
- 3 shows poor condition (significant problems that need repairs).
Each rating is color-coded to improve visualization. Mark the condition by marking the appropriate rating.
Amount
This section is your chance to hold the resident accountable for any damages they may be liable for. Use it to record the repair cost of each problem you have identified during your walkthrough. This information is necessary for tabulating how much you may have to pay for repairs before the resident moves in or deducts from their security deposit. Note that you must have a reasonable justification for each repair cost. This is highly important as state laws typically govern security deposit refunding and withholding conditions. Having a justification will lower the chances of disputes at the end of the lease.
Signatures and closing
After completing the checklist, both parties need to sign the document to authenticate its content. To fill this final section, you should have the resident(s) sign as prompted and indicate the signing date before attaching your signature. The signatures should be added during the two inspections – move-in and move-out.
Key Pointers
- While detailed, this checklist is not exhaustive. You can consult professional inspectors such as an ASHI (American Society of Home Inspectors) certified home inspector to add items that you need to prioritize during your move-in-move-out inspections.
- You should first learn the security deposit regulations in your locations to make sure you do not make unlawful deductions.
- You can modify this checklist to include more functionalities, such as note-taking and recommendations, if you plan to undertake a more comprehensive inspection. This checklist is available in editable file formats like DOCX, DOTX, Google Docs, and ODT.
