Tenant Move-In Checklist

Deposit disputes almost always come down to one question: what did the unit look like the day the tenant got the keys? Without a dated, signed-off record, it's the landlord's word against the tenant's memory, and a scuffed wall turns into weeks of back-and-forth. This move-in inspection form settles the question before anyone unpacks a box, in an estimated 8 to 12 minutes at the door.

Nine fields that pin down day-one condition

The form opens with the basics: the tenant's full name and email are required, along with the property address. An optional phone number, unit number, and move-in date field tie the record to one specific unit on one specific day, which matters once you manage more than a single door.

The core of the template is a six-item Condition Checklist covering Walls/Paint OK, Flooring OK, Appliances Working, Plumbing OK, Windows/Doors OK, and Lights/Electrical OK. Anything the tenant can't check off gets described in the Issues Found box, and a Photos of Unit field lets them attach condition photos as links, so a chipped counter or stained carpet goes on record with visual backup. That's 9 fields in all, laid out across a cover page, two content pages, and an ending page. The template is set to traditional mode by default, which suits a checklist: tenants can see the whole condition list at once while they walk the rooms.

The people on both sides of the lease

Independent landlords use it to replace the paper walkthrough sheet that never makes it back into the lease file. Property management companies use it to standardize inspections across a portfolio, so every unit gets the same six checks no matter which staff member handles the handover. It also helps tenants: a dated day-one record gives them real evidence to contest deductions if a dispute comes up at move-out, which is why plenty of renters fill one out even when the landlord doesn't ask.

From submitted checklist to defended deposit

Every submission lands in your Uplup dashboard with the tenant's answers tied to their name, email, and move-in date. Per-question breakdowns surface patterns across properties: if Plumbing OK goes unchecked in the same building three tenancies in a row, that's a maintenance problem, not tenant damage. Export any submission to CSV and file it with the lease, or use webhooks and Zapier to push each completed inspection into the property management software you already run.

The template is fully editable before you publish. Add rooms for larger properties, reword the checklist options, or make the photo field required if your deposit amounts justify it. Publishing takes a Pro plan.

Getting it filled out at key handover

The simplest route is a direct link sent by email or text alongside the lease documents, timed so the tenant completes it during the walkthrough rather than a week later. A QR code works well printed on the move-in packet or the key envelope: the tenant scans it standing in the unit, phone in hand, ready to photograph anything worn. You can also embed the form on a tenant portal, or drop the shortcode from the Uplup WordPress plugin into a rentals page. However it arrives, the goal is the same: condition documented and signed off before the first box comes through the door.