50+ Items to Include in Your Rental Checklist [Template]

A lot of the tasks of owning and managing a rental property can be done online, such as marketing a vacant property for lease, screening tenants, and collecting the monthly rent. 

But when move-in day arrives for the tenant, a rental checklist should be completed face-to-face with the new tenant. 

By filling out a rental checklist together, landlords can better set the right expectations with the tenant, and be more comfortable that the property will be well taken care of.

What is a Rental Checklist?

A rental checklist is a report that the landlord and tenant usually complete together when the tenant moves in and again when the tenant moves out. 

Also known as a rental walkthrough checklist or a move-in/move-out checklist, the rental checklist is a document used by both the landlord and tenant to discover any property issues together. 

A rental checklist form includes a section for each room in the house, including exterior space such as a garage or patio. The list also includes common items and appliances normally found in each room, such as a refrigerator and oven in the kitchen and the bathtub, shower, and vanity in each bathroom.

Open items when a new tenant moves in could include things such as carpeting that still needs to be professionally cleaned or a leak under the kitchen sink that wasn’t discovered by the handyman during the tenant turn. 

A rental checklist is also completed when the tenant moves out, then compared to the move-in rental checklist to determine if the tenant caused any damage beyond normal wear and tear.

How to Use a Rental Checklist

Conducting a property showing to a prospective tenant is much different from walking through the home and completing a rental checklist. 

When the property is shown, the landlord or leasing agent is more concerned with emphasizing the features and amenities the home has to offer, such as an extra room for a home office, or a spacious backyard. 

By contrast, once the lease is signed and the tenant is ready to move in, a rental checklist is used to document the condition of the property when the tenant takes possession. On the day the tenant moves out, a rental checklist is completed once again. 

There are 5 things a landlord should do to use a rental checklist correctly:

1. Pre-inspect the property before the tenant moves in

The property should always be pre-inspected after repairs and detailed cleaning has been done to identify any open items before the rental checklist is completed with the new tenant. Part of the reason for filling out a rental checklist report is to catch any open items. 

But if there are a lot of repairs that need to be made, the tenant will wonder how good their new landlord really is. By pre-inspecting the property before the tenant moves in, a landlord will make a good first impression and increase the odds that the tenant will stay year after year.

2. Provide the rental checklist prior to the walkthrough

When the tenant welcome letter is sent out after the lease is signed, it’s a good idea to include a copy of the rental checklist that will be used during the walkthrough. Giving the tenant a chance to review the checklist ahead of time will help the walkthrough to go faster and ensure that you are both working together.

3. Complete the rental checklist together with the tenant

The landlord and tenant both benefit by completing the rental checklist together. 

Tenants have the opportunity to ask questions and satisfy themselves that the property is in move-in condition. Landlords have the chance to explain the tenant’s responsibility to keep the home clean, and how to make maintenance requests during the time the tenant occupies the property. 

By completing the rental checklist report together with the tenant, landlords also minimize potential conflict when the tenant moves out. For example, there may be damages beyond normal wear and tear that part of the tenant’s security deposit is used to pay for.

Once the rental checklist is complete, both the landlord and tenant should sign the report, with each party keeping a copy on file.

4. Factor in normal wear and tear

One thing that a rental checklist should not be used for is to make note of every minor flaw in the property. Unless a home is totally brand new, every property has normal wear and tear, because everything eventually wears out even with the best of care. 

Finishing on a bathroom fixture that’s beginning to wear away or a small worn area of the living room carpet are both examples of normal wear and tear and shouldn’t be a cause for concern. 

On the other hand, a broken handle on a sink faucet or carpeting chewed by the previous tenant’s pet should be recorded on the rental checklist so that the tenant isn’t held responsible for negligent damage when they move out.

5. Document issues with photos and videos

Taking pictures and video help the landlord and tenant remember the condition of the property the day the tenant moved in. Photos can be used to supplement notes on the rental checklist and referred to when a move-out rental checklist is completed, to make sure that both parties are being treated fairly. 

If a tenant caused excessive damage, it’s fair to ask them to pay for the repairs. On the flip side, it can be easy for landlords to forget the original condition of the property, since they are not living there every day.

Items to Include on a Rental Checklist

A rental checklist can be customized for a specific property. If the home has a backyard swimming pool or includes a washer and dryer, those items can be added to a report. In general, a rental checklist should include the following information:

Property

• Date the rental checklist was completed
• Property address, including unit number if a multifamily dwelling
• Size of property (or unit) in square feet
• Number of bedrooms and bathrooms

Parties

• Tenant and landlord names (or property manager)
• Parties present when the rental checklist was completed

General Condition

Condition of items found throughout the house such as:

• Smoke detectors (verify battery life and operation)
• Doors and windows
• Hardware such as doorknobs
• Locks on exterior and interior doors and windows
• Window coverings are in good condition
• Light fixtures (ensure bulbs are installed)
• Electrical outlets are working properly
• Plumbing fixtures show no signs of leaking
• Flooring in each room with notes of normal wear and tear
• Condition of walls and baseboards (be sure to check behind each door)
• Air filters are replaced and clean
• Thermostats and heating/cooling are functioning properly

Living Room

• Flooring and baseboards
• Ceiling
• Walls
• Light fixtures
• Electrical outlets
• Ceiling fans (if applicable)
• Fireplace (if applicable)

Dining Area

• Flooring
• Ceiling
• Walls
• Lighting
• Electrical outlets
• Ceiling fans (if applicable)

Kitchen

• Flooring
• Walls
• Ceiling
• Cabinets and drawers
• Counters
• Sink
• Refrigerator
• Microwave
• Dishwasher
• Stove/oven
• Exhaust vent
• Plumbing fixtures
• Plumbing lines under sink
• Windows and locks
• Doors and locks
• Lighting
• Electrical outlets
• Smoke detector

Bedrooms

• Flooring
• Ceiling
• Walls
• Windows and coverings
• Lighting
• Electrical outlets
• Closets
• Ceiling fans (if applicable)
• Door and lock
• Smoke detector

Bathrooms

• Flooring
• Ceiling
• Walls
• Windows and coverings
• Lighting
• Electrical outlets
• Vanity and storage cabinets
• Shower
• Tub
• Toilet
• Grout and caulking throughout
• Plumbing and fixtures
• Door and lock
• Exhaust fan
• Look for signs of mold or mildew

Laundry Room

• Washer
• Dryer (ensure dryer vent has been cleaned)
• Plumbing fixtures
• Storage cabinet
• Flooring, ceiling, and walls (look for signs of mold or mildew)

Exterior

• Front sidewalk or steps
• Driveway
• Garage condition (oil stains, garage door opener, water heater)
• Lighting
• Rear porch or deck
• Landscaping (general condition)
• Watering systems (if applicable)

Common Abbreviations Used on a Rental Checklist

Condition abbreviations for each of the above rooms and items on a rental checklist are used to note the condition when the tenant moves in, and again when the tenant moves out. Be consistent when recording the condition of each item on the report, to avoid confusion and make it easier to understand any notes:

• NA = Not Applicable
• SC = Scratched
• DT = Dented
• CP = Chipped
• ST = Stained
• NC = Needs Cleaning
• NSC = Needs Spot Cleaning
• NR = Needs Repair
• NM = Needs Maintenance
• NP = Needs Painting
• NSP = Needs Spot Painting
• RP = Needs Replacing

Example of a Rental Checklist

Legal Templates has a rental inspection checklist that can be downloaded in PDF or Microsoft Word formats that we’re including below. 

Other good websites for downloading a free rental checklist include the Zillow Move-In Checklist for Landlords and Tenants, the Rental Inspection Checklist from Zumper, and 26 printable Rental Inspection Checklist Forms and Templates from pdfFiller.

RENTAL INSPECTION CHECKLIST

Instructions: This form is used between landlord/property manager and renter(s) for the inspection of property condition. An inspection should be conducted upon renter move-in. Each party will maintain a copy of a signed checklist. Upon renter move-out, both parties will conduct another inspection using this checklist to determine whether any repairs will be needed and if security deposit will be returned to renter(s). 

Tenant(s): ________________________________________________

Landlord/Property manager: ________________________

Property address: ________________________________________

Move-in inspection date: _________________

Move-out inspection date: _________________

To be signed upon move-in inspection  

Tenant name: ________________________ 

Tenant signature: ________________________

Date: ________________________

Tenant name: ________________________ 

Tenant signature: ________________________ 

Date: ________________________ 

Tenant name: ________________________ 

Tenant signature: ________________________ 

Date: ________________________ 

Landlord/Property manager name: ________________________

Landlord/Property manager signature: ________________________ 

Date: ________________________ 

To be signed upon move-out inspection    

Tenant name: ________________________

Tenant signature: ________________________ 

Date: ________________________ 

Tenant name: ________________________ 

Tenant signature: ________________________ 

Date: ________________________ 

Tenant name: ________________________ 

Tenant signature: ________________________ 

Date: ________________________ 

Landlord/Property manager name: __________ 

Landlord/Property manager signature: ________________________ 

Date: ________________________ 

Do Landlords Have to Use a Rental Checklist?

There are 14 states where a landlord is required to provide the tenant with a rental checklist that reflects the true condition of the rental property when the tenant moves in, according to Nolo.com:

1. Arizona
2. Georgia
3. Hawaii
4. Kansas
5. Kentucky
6. Maryland
7. Massachusetts
8. Michigan
9. Montana
10. Nevada
11. North Dakota
12. Virginia
13. Washington
14. Wisconsin

It’s always a good idea to use a rental checklist even if the state the property is located in does not require one. When properly completed, a rental checklist will motivate the tenant to take good care of the house, and minimize disputes when the tenant moves out.