Last updated: October 20, 2026
Written by: Lakshuu Editorial Team
A move-in condition record gives landlord and tenant a shared reference for the home’s condition when possession begins. It is useful when a deposit is involved because it records what is already present instead of relying on memory later.
Prepare a room-by-room log
Create a note or spreadsheet with sections for each room and columns for item, condition, photo number and agreed follow-up. Record objective details: “bedroom window latch does not close fully” is more useful than “window is bad.” Include entrance, living room, bedrooms, kitchen, bathrooms, balconies, parking and storage.
Take useful photos and short videos
- Photograph each room from a wide angle, then close-ups of visible defects.
- Capture model labels for supplied appliances where practical.
- Take clear images of meter readings, keys, access cards and inventory.
- Keep originals; avoid editing or drawing over evidence.
- Use consistent names such as “2026-10-20-bedroom-window-01”.
Make a short walkthrough video if helpful, but do not rely on video alone. Keep photos focused and well lit. Avoid photographing people, private papers or neighbouring homes unnecessarily.
Share the record promptly
Send the log and relevant photos to the landlord or manager on handover day using a channel both sides can access later. Ask them to acknowledge it and identify any item they disagree with. For promised repairs, record who will arrange them and the target date. Save the message and acknowledgement with your tenancy documents.
Include meters, keys and inventory
Record each applicable meter reading and date. Count keys, remotes, access cards and parking tags. List furniture and appliances left in the home, noting obvious pre-existing damage and whether each works. Keep deposit and first-rent proof with amount, date, recipient and purpose.
Keep records organised
Store the agreement, condition report, photos, repair requests, bills and payment records in one backed-up folder. When reporting a new leak or fault, include the date, location and a clear photo. This creates a useful timeline. Keep identity and banking documents secure and share them only when needed.
At move-out, compare like with like
Use the move-in record as the baseline for final inspection. Separate pre-existing issues and ordinary ageing from new damage, missing items or unpaid bills. If a deduction is proposed, ask for the reason and supporting estimate or bill in writing. See the broader rental property handover checklist for a joint inspection process.
Common record-keeping mistakes
- Taking close-ups without room context.
- Waiting weeks to report an existing defect.
- Keeping the only copy on a phone that may be lost.
- Writing vague notes without dates or room names.
- Relying on a verbal repair promise.
- Sending files without explaining what they show.
A calm, factual record protects both sides and makes maintenance easier. It cannot prevent every dispute, but it gives everyone a clearer starting point.
A practical move-in condition form
Use a simple table with these columns: room or area, item, condition seen, photo or video file name, action agreed, person responsible and target date. Start with the property address, date and time, names of the people present, and the date keys were handed over. Leave space for both parties to acknowledge the record.
Keep observations specific and neutral. For example, write “two small chips on the kitchen counter beside the sink” instead of “bad counter.” If something works intermittently, describe what happened and when rather than labelling it broken. If no issue is found, write “checked, working at inspection” only for items you actually tested.
How to make photos useful later
Take one wide view of each room first so the location of close-up photos is clear. Then photograph each defect from a normal distance and close enough to show detail. Include a familiar object for scale only when it does not hide the issue. Take separate pictures of stains, cracks, appliance damage and meter displays instead of trying to fit everything into one image.
Keep original files with their timestamps and make a backup in a folder named for the property and move-in date. Do not crop away context, add arrows over the original, or use filters that alter appearance. If you annotate a copy for convenience, preserve the original too. A brief index such as “IMG_1042: living room wall mark” saves time when reviewing a large batch.
Example message to share the record
You can send a simple note with the report: “Sharing the move-in condition notes and photos for [property address], taken on [date]. They record the condition observed when keys were handed over. Please reply with any correction or item you would like us to check together. The pending repair items listed are [items], with the agreed follow-up date of [date].” Adapt the wording to your situation and keep the acknowledgement with the files.
The goal is a shared, accurate record, not an argument. If the other person disagrees with one item, add their comment and note that it is unresolved. Do not change a signed record without making the change visible and acknowledged by both sides.
What to record beyond visible damage
- Meter readings and the date and time they were taken.
- Number and type of keys, access cards, remotes and parking tags received.
- Furniture and appliances supplied, including make or model if available.
- Items that were promised for repair or replacement before a specific date.
- Pending utility, maintenance or cleaning amounts agreed at move-in.
- Any access instructions, such as a separate storage key or meter location.
Record only information needed for the tenancy. Avoid storing unnecessary personal details about neighbours, building staff or prior occupants in the report.
Separate existing condition from later maintenance
A condition report is a starting snapshot, not a substitute for reporting new problems. If a tap begins leaking two months later, send a dated maintenance request with a clear description and photo. If a repair is completed, keep the work date and any invoice or acknowledgement. This creates a timeline that distinguishes what was present at move-in from what arose during ordinary use.
Keep communication courteous and focused on next steps: where the issue is, when it started, whether it is worsening, and how access can be arranged. For urgent safety concerns, contact the responsible property manager promptly and use appropriate local emergency services if needed.
How landlords and managers can use the same process
Owners benefit from a report too. Prepare a list of supplied items before the tenant arrives, test appliances, record meter readings, and photograph existing wear. Give the tenant a reasonable chance to review the note and point out anything missed. If a repair is pending, record it rather than implying the home is fully ready. A transparent baseline can reduce later disagreements and creates a better maintenance handover.
For furnished homes, attach an inventory that identifies each item and its visible state. Avoid vague entries such as “furniture in good condition.” A short description like “wooden dining table, one surface scratch on left edge; four chairs” is much easier to compare later.
Move-out comparison and settlement records
At the end of the tenancy, compare the same rooms and items with the original report. Take new photos from similar angles where practical. Separate normal ageing, pre-existing issues, newly reported faults, missing items and unpaid bills. If a deduction is proposed, write down what it relates to and keep the estimate, invoice or bill. Do not erase the move-in record; keep both versions together.
Use the move-out checklist to plan the final inspection, readings, keys and deposit conversation. The broader handover guide covers possession notes and the room-by-room inspection process.
Common questions
Do both sides need to sign every photo?
No special marking is necessary for every image. A dated report that identifies the files, shared promptly with an acknowledgement, is easier to manage. Follow any format required by your agreement or professional adviser.
What if the landlord does not reply?
Keep proof that you sent the report and retain the original files. Send one clear follow-up through an appropriate channel. Avoid editing the record to imply agreement where no acknowledgement was received.
Should I record minor marks?
Yes, if the mark could later become a point of disagreement. Be proportionate: note visible issues factually and avoid turning the report into a list of trivial opinions.
A sample condition-log entry
A useful entry might read: “Kitchen, sink cabinet: water mark on left interior panel; no active drip seen while tap ran for one minute; photo KITCHEN-04; landlord to check pipe joint before 25 October; both parties to confirm completion.” It describes the location, observation, limited test, evidence and next step without claiming to know the cause. If the issue is urgent or unsafe, stop using the affected fixture and contact the responsible person immediately rather than waiting for routine follow-up.
For appliances, note whether it was switched on, what function was tested and whether accessories were supplied. For example: “Ceiling fan in second bedroom operated at low and high speed during handover; remote not supplied.” This makes a missing remote different from a fan fault and keeps the list concrete.
What not to do with evidence
- Do not stage, alter or retouch a photo to make a condition look worse or better.
- Do not delete an original after making an annotated or compressed copy.
- Do not record private conversations without checking the law and consent rules that apply to you.
- Do not publish images of a home, address or occupant on social media to pressure the other party.
- Do not share identity documents or private details of neighbours in a general condition folder.
Keep the record limited to the home, included items and tenancy handover. If you need to share a file with a repair professional, send only the image and context they need.
If the landlord, broker or tenant is not present
Whenever possible, arrange a joint walkthrough. If schedules do not allow it, agree in writing who is authorised to inspect and receive keys. Send the report promptly, identify the date it was prepared and keep proof that it was delivered. Ask the absent party to review it and reply with any correction. Silence should not be described as agreement; keep the record factual about who was present and what acknowledgement was received.
If a broker or caretaker attends, list their name and role, but confirm which decisions they can make on behalf of the owner. A person who hands over a key may not have authority to approve a repair or a deposit deduction. Get those decisions confirmed by the landlord or authorised manager.
Back up and retrieve the record easily
Use two copies if practical, such as a cloud folder and a local device. Keep filenames consistent by room and sequence number. Store a plain text or PDF index with the address, date and the meaning of each photo number. Restrict access to people involved in the tenancy. If you leave a shared phone or messaging group, download the messages and attachments you need before access is lost.
Keep records only as long as they are useful for the tenancy, settlement and any follow-up. Securely remove copies that contain unnecessary personal details when they are no longer needed. A tidy folder is easier to use than hundreds of unlabelled photographs.
Handling a disagreement over one item
Focus on the specific disputed item. Share the original photo, the room log and any message reporting it. Invite the other person to add their own dated view, rather than changing the original entry. If a repair is needed, agree who will obtain an estimate and when it will be reviewed. If the amount or responsibility remains disputed, keep the unresolved item separate from amounts both sides already agree on and seek appropriate local advice.
Related move-in and move-out guides
Note: General rental education for India, not legal advice. Check your agreement and local requirements for your situation.