How to document move-in and move-out inspections

Create the condition record for the specific property, unit and lease. Record the inspection date and who recorded it. Use stable room names such as “bedroom one” and “hall bathroom,” rather than names that only make sense to one person on the team.

Write short notes for existing issues, including small marks that might otherwise be difficult to distinguish later. If a room was not inspected or an item could not be assessed, record that limitation. An honest gap is more useful than a record that appears complete but leaves the reviewer guessing.

Begin each room with an overview that makes the layout recognizable. Then photograph relevant surfaces and any specific issue. Include enough context in a close-up to locate the item, or pair it with an overview. Keep a brief note beside the image rather than expecting the filename to explain everything.

At move-out, repeat comparable angles where practical. Similar framing and lighting can make comparison easier, but do not treat a change in brightness or camera angle as proof of physical damage. If a photo is blurred, blocked or inconclusive, take another image or record the need for an in-person review.

Arrange access and photography in accordance with the applicable requirements. Keep the record focused on property condition, handle residents’ personal information carefully and share only the material needed for the task.

The move-in photo is not the only relevant record. A maintenance request made during the lease may explain a stain, a replaced fixture or a previously reported defect. Link that history to the inspection finding instead of reviewing the move-out image in isolation.

For example, a ceiling mark might relate to a leak that was reported and repaired earlier. The right next step could be finish work, another inspection or a review of the earlier job. Keep the explanation attached to the finding so another manager can understand the decision later.

Use a small set of review categories to organize the work. An item can be already present at move-in, possible ordinary wear, a new issue that needs assessment or an uncertain finding. The categories help you decide what to investigate; they do not determine legal responsibility on their own.

Keep the repair decision separate from the charge decision. You may choose to repair an item to prepare the home while determining that the cost should not be charged to the resident. Record both decisions so a repair list does not quietly become an itemized deduction list.

AI can help point out differences, suggest repair trades and draft a description from photos. It can also miss context or interpret an image incorrectly. A suggested cost is not a vendor quote, and a suggested condition category is not a legal finding.

In Tenant Galaxy, you can compare a move-out photo with the move-in photos recorded for that room. Review the explanation, correct the suggested trades and decide which items are chargeable. Earlier marks and possible wear can remain in the repair record without being included in the deposit deductions.

Check whether an actual baseline was available for the room. When it was not, do not describe the result as a verified before-and-after comparison. Preserve the distinction between what the photographs show and what the tool merely suggests.

For each item, retain the relevant photos, comparison notes, approved repair scope and reviewed invoice or final billed amount. Note who reviewed the finding and why it was included or excluded from a charge. That makes the record understandable without reconstructing a month of messages.

Before preparing a deposit statement, confirm the lease terms and applicable state or local requirements, including deadlines and the treatment of repair costs. This guide describes a documentation process, not a determination of lawful deductions. USAGov’s state-agency links provide a starting point for locating local guidance.

When the next resident moves in, start a new baseline tied to the new lease. Keep the earlier inspection as history rather than reusing it as though it describes the condition at a different date.