We've watched landlords lose in small claims court not because they were wrong, but because they couldn't prove it. And almost every one of those losses traced back to the same thing: a weak or nonexistent move-in inspection.
Thirty minutes of work at the start of a tenancy is the difference between winning and losing a $3,000 dispute at the end of it. Here's how to do it right.
Why it decides cases
At move-out, disputes come down to one question: what condition was the place in when the tenant moved in? If you can prove it, you win. If it's your word against theirs, you usually lose and the benefit of the doubt tends to go to the tenant.
A documented move-in inspection turns "he said, she said" into "here's the timestamped photo." Judges love evidence. Tenants stop arguing when they see it.
What to document
Every room, every surface. Walls, floors, ceilings, trim. Existing scuffs, nail holes, stains — photograph them all so they can't be blamed on the tenant later.
Appliances and fixtures. Photos and working condition. Note anything already worn.
Timestamps. Use a camera or app that records the date. Undated photos are worth far less.
The little stuff. Outlet covers, blinds, cabinet interiors, the corner of the carpet by the door. The small damage is what disputes are made of.
A signed condition report. Walk the property, note everything on a written report, and have the tenant sign it. Their signature at move-in is your strongest evidence at move-out.
The habit that makes it stick
Do it the same way every time, before the tenant gets the keys, and store it where you can find it two years later. Consistency is what makes it hold up.
This is standard on every property we manage. The documentation is done before a tenant ever moves in, so our owners are protected from day one. Do this and you’ll save yourself a lot of hassle down the road.
