What is a Move-in Checklist?
ANSWER:
The move-in checklist is a written statement of the condition of the rental unit at the time of move-in. When a new tenant is ready to move in, it is important for the landlord and tenant to physically inspect the rental unit for any existing damage, obvious wear and tear, and to inventory landlord supplied appliances and furnishings. Inspection and documentation of findings of the unit’s physical condition will help prove a defense to any later claims of landlord failure to provide the rental unit in a habitable condition. The landlord-tenant laws of many states require that a move-in checklist be completed and signed by landlord and tenant prior to tenant occupancy in order for any charges to later be deducted from security deposits for damage.
The move-in inspection should be done before the tenant moves in any of his boxes or furnishings. The checklist can help minimize discussions between landlord and tenant at a future time regarding the unit’s initial general appearance and maintenance. Even though both parties think they will remember important items and think they have an understanding, such is not always the case.
It is a good business practice to have the tenant sign and date the last page of the inspection checklist and initial each page of a multiple page checklist.
The original signed checklist should be retained by the landlord in the tenant’s file and a copy given to the tenant for his records. The same checklist will be used to document the condition of the rental unit upon the tenant’s move-out and helps serve as evidence why deductions were taken from the security deposit.
If the landlord prepares a move-in checklist without the new tenant being present, the tenant in those states where the checklist is mandated has the right to inspect the premises himself to verify the landlord’s accuracy and detail in completing the checklist. If the tenant noted the checklist with comments or disagreement on the condition of the unit, a landlord should review the entries and take appropriate action as needed.
QUESTION:
What items should be covered on a move-in checklist?
ANSWER:
Unless specified by state statute, the format of a move-in checklist can be customized by a landlord to fit his unique properties. Formats can vary as well as the number of pages necessary to provide a complete inventory and inspection of the rental property as described in the lease agreement.
At a minimum the move-in checklist should document in detail the condition of the unit’s living room, kitchen, dining room, bathrooms, bedrooms, hallways, stairs, utility or laundry rooms, other areas utilized for living space (e.g. great room, family room), and basement. The checklist should include inspection and documentation of the unit’s patio, terrace, decks, landscaping, and parking areas. Systems such as heating, cooling, plumbing, electrical, water, or other essential services should be inspected, documented, and the tenant instructed in the proper use, maintenance, and emergency procedures regarding operation and shut-off.
Additionally the landlord should inspect and document condition of landlord supplied appliances and furnishings. The tenant should be provided instruction manuals for all appliances and instructed on proper use and maintenance.
If the unit is furnished, a detailed inventory of all furniture, small appliances, electronics, tableware, linens, etc. should be included or provided as a separate document and referenced in the lease agreement.
The checklist should be marked for satisfactory conditions – those items that meet habitability standards for clean, safe, and sanitary living conditions and systems in good working order. For those items that require attention, the checklist should be noted for repair or replacement. As items are brought to satisfactory condition, a follow up inspection with appropriate documentation should be done. If the item is inoperable or should not be used, the tenant should be required to sign his acknowledgment of such conditions.
In some states and cities, as a requirement for occupancy, a tenant must acknowledge by his signature on the move-in checklist that all smoke detectors and fire extinguishers were tested in his presence and found to be in working order. The tenant should further acknowledge that the testing procedure was explained to him, agrees to test all detectors at least once a month, and to report any problems to the landlord in writing. The tenant must acknowledge he (the tenant) is responsible to replace all smoke detector batteries as necessary. In some states the same testing and maintenance requirements must be acknowledged by the tenant for all installed carbon monoxide detectors.
QUESTION:
What else should be done at tenant move-in?
ANSWER:
As mentioned above, it is particularly important that the landlord familiarize the tenant with operating instructions for electrical, heating/cooling, and plumbing systems as well as furnished appliances. The tenant should know the locations of the furnace, air conditioner, water heater, breaker/fuse box, gas valve, and water valve. Supply valves for sinks, toilets, and other fixtures should be identified. If it is the tenant’s responsibility to change furnace filters or keep water softener units filled with salt, the tenant should be instructed in the correct procedures to maintain the systems.
It is a good idea for the landlord to have a fire extinguisher available in the unit, usually in the kitchen, and the tenant should be instructed to monitor the gauge on a regular basis to ensure its operability.
Door locks should have been changed out or re-keyed after the former tenant moved out. The tenant will be held responsible to return all keys at move-out. A solid entrance door equipped with deadbolt and a peephole will help provide security measures. State statutes may regulate what type of door and window locks must be installed. The lease agreement should prohibit the tenant from rekeying or adding additional locks or security alarms without the landlord’s written consent. If the landlord allows the tenant to install additional security measures, the tenant must agree to provide the landlord with duplicate keys and/or alarm instructions. Additionally, for security alarms the tenant should provide contact information for the alarm company in case of emergency.
The condition of the unit at move-in should be well documented with photos. The tenant should be aware that photographic documentation is being done during the inspection. It can be helpful to include video footage of the new tenant as he and the landlord perform the inspection in case the tenant later claims that he, the tenant, was not aware of the condition of the unit at move-in. The tenant should also be made aware that there will be equally extensive documentation of the condition of the property following move-out of the tenant including plenty of photos.
A “new tenant” welcome letter is an opportunity to review the landlord’s rental policies and use of the property’s amenities. A welcome letter should provide business office hours and management contact information, emergency/after-hours contact information, and rental rules and procedures. In the move-in letter the landlord can provide a brief review of rental policies for rents (amount, due date, grace period if any, and late charges), security deposit accounting and return, safety inspections, landlord access notifications, maintenance and repair requests procedures, and lease termination and move-out procedures. The move-in letter can remind new tenants of the need to purchase their renters insurance if they have not already done so as a requirement for tenancy. Many landlords will require the new tenant to sign and date the last page of the move-in letter and return the signed copy to the landlord.