Documenting the condition of your apartment at move-in is one of the most important steps you can take to protect your security deposit and avoid disputes with your landlord. A thorough record establishes a baseline for the property’s condition and helps you avoid paying for damage you did not cause. This guide explains how to document your apartment effectively and what to look for during your walkthrough.
Why Documentation Matters
In Pennsylvania, landlords have 30 days after move-out to return your security deposit or provide an itemized list of deductions. The distinction between “normal wear and tear” and “damage” is where most disputes arise. Normal wear and tear includes minor wall scuffs, faded paint, and carpet wear consistent with the length of your tenancy. Damage includes holes in walls, stains or tears in carpets, and broken fixtures.
Without a documented move-in inspection, you have no evidence to challenge the landlord’s claims. With clear documentation, you can prove that existing conditions were not caused by you.
What to Include in Your Documentation
A Written Inventory Checklist
A written checklist is the foundation of your documentation. Work through the apartment room by room and note the condition of every surface and fixture. Use a format that is easy to follow and share with your landlord.
For each room, check and describe:
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- Walls and ceilings: Cracks, scuffs, holes, water stains, peeling paint
- Floors: Scratches, stains, worn areas, carpet condition
- Windows: Broken seals, cracks, difficulty opening, screens
- Doors: Damage, sticking, hardware
- Light fixtures: Working condition, damage
- Plumbing: Faucets, showerheads, drains, under-sink condition
- Appliances: Make, model, condition, working order
- Kitchen: Countertops, cabinets, drawers, backsplash
- Bathroom: Toilet, tub, shower, tile, mirror, ventilation
Photos and Video
Photos and video are the most powerful evidence you can create. They capture visual details that a written checklist cannot fully convey.
What to photograph:
- Every room from multiple angles
- Close-ups of any existing damage, stains, or wear
- Appliance model and serial numbers
- Window and door conditions
- Flooring and wall surfaces
- Meter readings (gas, electric, water) if applicable
How to take effective documentation photos:
- Turn on all lights and open curtains for good visibility
- Take wide shots of each room showing the layout
- Take close-ups of any defects
- Include a ruler or coin in close-ups to show scale
- Use a newspaper or your phone’s timestamp function to date the photos
Video walkthrough: A slow, continuous video of the apartment, including verbal commentary on the condition, provides strong evidence. Speak clearly and note any issues as you walk through.
Move-In Inspection Form
Your landlord may provide a move-in inspection form. Fill it out thoroughly and return a copy. If the form does not allow enough space for notes, attach additional pages. Keep a signed copy for your records.
If the landlord does not provide a form, create your own. Include the date, address, unit number, and your signature and the landlord’s signature.
When to Complete the Inspection
Pennsylvania law requires move-in inspections to be completed within five days of occupancy to establish baseline property conditions. Do this before you move in your furniture, when the unit is empty and you can see all surfaces clearly.
Do not rush through it. Set aside at least 30 to 45 minutes for a thorough walkthrough.
What to Look For
Walls and Ceilings
- Nail holes, cracks, dents
- Water stains or discoloration
- Peeling paint or wallpaper
- Scuff marks
- Bulging or damaged drywall
Floors
- Carpet stains, burns, or tears
- Carpet wear patterns, especially near doors
- Hardwood scratches, gouges, or water damage
- Tile cracks or chips
- Loose or missing floor tiles
Windows and Doors
- Broken or cracked glass
- Broken seals (fogging between panes)
- Difficulty opening or closing
- Damaged screens
- Missing or broken hardware
- Scratches or gouges on door frames
Kitchen
- Countertop scratches, chips, or burns
- Cabinet damage (scratches, loose hinges, missing handles)
- Appliance function (stove burners, oven, refrigerator, dishwasher)
- Sink condition, faucet leaks
- Backsplash cracks or missing tiles
Bathroom
- Tile cracks or missing grout
- Tub and shower scratches, chips, or stains
- Toilet condition, flushing function
- Sink and faucet condition
- Mirror damage
- Ventilation fan function
Plumbing
- Faucet drips
- Slow drains
- Visible leaks under sinks
- Water pressure (if possible to test)
- Toilet running or leaks
Heating and Cooling
- Thermostat function
- Air filter condition (take a photo)
- Radiator or baseboard condition
- Vents and returns
Storage and Closets
- Condition of shelves and rods
- Signs of pests or moisture
- Door condition
Safety Items
- Smoke detectors (date stamp and function)
- Carbon monoxide detectors
- Fire extinguisher (date and pressure)
- Window locks
- Secure entry doors
Sharing Documentation with Your Landlord
Provide a copy of your documentation to your landlord within five days of move-in. This puts the landlord on notice that you have documented the property’s condition and establishes a mutual understanding of the starting point.
Send the documentation via email and keep a copy for your records. If possible, have the landlord sign an acknowledgment of receipt. This can prevent disputes later about whether the landlord received your documentation.
Storing Your Documentation
Keep your documentation accessible throughout your tenancy and after you move out. Store digital copies in a cloud service or on an external drive. Keep printed copies of key documents, including the signed move-in inspection form and photos.
When you move out, your move-in documentation will be your primary evidence for comparing the condition at move-in to the condition at move-out.
Key Takeaways
| Step | What to Do |
|---|---|
| Complete inspection | Do it within 5 days of move-in, before furnishing the unit |
| Written checklist | List every room and note condition of every surface |
| Photos and video | Capture wide shots, close-ups of damage, and dated images |
| Signed documentation | Have both you and the landlord sign the inspection form |
| Share with landlord | Provide a copy to the landlord within 5 days |
| Store securely | Keep digital and physical copies throughout your tenancy |
A thorough move-in documentation process may take an hour or two, but it can save you hundreds of dollars at move-out. It also establishes a professional relationship with your landlord from the start, showing that you are a responsible tenant who pays attention to detail.
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