Move-In Checklist for Texas Landlords: Protect Your Property and Deposit

Why the Move-In Checklist Matters in Texas

The move-in inspection checklist is the foundation of your security deposit protection. Without a documented baseline of the property's condition at move-in, you have no legal basis to deduct from the security deposit at move-out.

Texas courts consistently rule against landlords who attempt security deposit deductions without move-in documentation. The few hours spent on a thorough move-in inspection protect thousands of dollars at move-out.

When to Conduct the Move-In Inspection

The move-in inspection should occur on the day the tenant takes possession — ideally with the tenant present and participating. Schedule it before handing over keys.

Allow adequate time: A thorough inspection of a 3BR/2BA home takes 45–90 minutes.

Move-In Checklist: Room by Room

General / Entire Property

• [ ] Exterior condition (siding, paint, trim, gutters)
• [ ] Roof visible condition (note any visible damage)
• [ ] All windows functional (open, close, lock)
• [ ] Window screens present and intact
• [ ] All doors open, close, and lock properly
• [ ] Door hardware functional (handles, deadbolts, hinges)
• [ ] Smoke detectors present, tested, and functional (document battery replacement)
• [ ] Carbon monoxide detectors present and functional (if applicable)
• [ ] HVAC filter noted (clean/dirty — replace if dirty, document date)
• [ ] All light switches and outlets functional
• [ ] No obvious evidence of pests or pest damage
• [ ] No evidence of water damage or mold

Living Room

• [ ] Wall condition (note any holes, scuffs, stains)
• [ ] Ceiling condition (note water stains, cracks)
• [ ] Flooring condition (carpet wear, hardwood scratches, tile chips)
• [ ] Window treatment condition (blinds, curtains)
• [ ] Fireplace condition (if applicable)

Kitchen

• [ ] Countertop condition (note burns, chips, stains)
• [ ] Cabinet condition (note damage, missing hardware)
• [ ] Refrigerator: functional, interior clean, ice maker works
• [ ] Stove/oven: all burners functional, oven heats
• [ ] Dishwasher: runs complete cycle, no leaks
• [ ] Microwave: functional
• [ ] Sink: no leaks, disposal functional
• [ ] Exhaust fan: functional

Bathrooms (Each)

• [ ] Toilet: flushes properly, no running water
• [ ] Sink: no leaks, hot and cold water functional
• [ ] Shower/tub: no leaks, water pressure adequate, drain clear
• [ ] Caulk and grout condition (note missing or moldy sections)
• [ ] Exhaust fan: functional
• [ ] Mirrors: note chips or damage
• [ ] Cabinet/vanity condition

Bedrooms (Each)

• [ ] Wall condition
• [ ] Flooring condition
• [ ] Closet: doors functional, shelving intact
• [ ] Windows: functional and secure

Garage

• [ ] Garage door: opens/closes, auto-reverse safety functional
• [ ] Interior condition: no oil stains, note existing damage
• [ ] Water heater: note age and condition
• [ ] Any storage shelving: document condition

Exterior / Yard

• [ ] Lawn condition (note if mowed, landscaping present)
• [ ] Fencing: intact, gates functional
• [ ] Driveway/sidewalk: note cracks, existing damage
• [ ] Outdoor spigots: functional
• [ ] Patio/deck: note condition, any damage

Documenting with Photos and Video

Written checklists alone are not enough. Document every room with:

• Photos: Timestamp-enabled, capture every wall, floor, ceiling, appliance
• Video walkthrough: A 5–10 minute continuous video with narration is powerful evidence
• Date stamp: Ensure your camera/phone records date and time in metadata

Store all documentation in cloud backup that timestamps uploads.

Having Tenants Sign the Move-In Checklist

Have tenants:

1. Walk through the property with you during the inspection
2. Note any additional items they observe (their chance to document pre-existing conditions)
3. Sign and date the completed checklist
4. Receive a copy of the signed checklist

A signed move-in checklist gives both parties agreement on the property's baseline condition. It prevents future disputes: "That hole was already there" claims are addressed on day one.

Move-In Checklist vs. Security Deposit Deductions

At move-out, compare the move-in checklist and photos to the current condition:

• Items in same/better condition: No deduction
• Normal wear and tear: No deduction (paint fading, minor carpet wear from normal use)
• Damage beyond normal wear: Deductible (large holes in walls, carpet stains, broken fixtures)

Texas courts apply the "ordinary wear and tear" standard strictly. Document clearly which damages exceed this threshold in your move-out itemization.

Digital Tools for Move-In Inspections

Property management software with built-in inspection tools:

• Buildium: Built-in inspection with photo upload
• AppFolio: Mobile inspection app
• Rentec Direct: Inspection checklist feature
• Google Forms + Drive: Free option for independent landlords — create a form, fill out on phone during walkthrough, photos auto-upload to Drive