Why keep one
When a tenancy ends, the question is usually what changed since move-in. A dated record from both moments gives you something concrete to compare. Your lease and local law may have requirements about condition statements and inspections, so check them first.
Room-by-room items to note
- Walls, ceilings, and paint: marks, holes, stains, and color.
- Floors and carpet: scratches, stains, wear, and flooring type.
- Doors, windows, and locks: working condition, screens, and number of keys given.
- Kitchen: appliance condition, cabinets, counters, sink, and what is included.
- Bathrooms: fixtures, tile, grout, leaks, and ventilation.
- Safety items: smoke and carbon monoxide detectors present and tested.
- Utilities and meters: meter readings where relevant.
Making the record useful
- Date the form and photos, and have the tenant review and sign if your local rules or lease call for it.
- Take wide and close photos of each room, and of any existing damage.
- Store the form and photos with the lease, and log the deposit amount in your rent roll.
- At move-out, fill in the same form and compare it with the move-in version. Normal wear and tear is treated differently from damage, and the definition depends on your lease and local law.
Next step: deposit accounting
If you keep part of a deposit, your lease and your state or local law may set a deadline and an itemized-statement requirement. Check them first. See the security deposit return letter guide for a blank accounting letter and official state links. Also see the landlord records checklist.