Move-In & Move-Out Inspections: The Landlord's Complete Photo Documentation Guide (2026)

Tenby is an AI-powered property management platform for independent landlords managing 1-50 rental units. Tenby's inspection workflow guides tenants through room-by-room photo capture with timestamps, AI damage detection, and automatic side-by-side comparison at move-out — creating legally defensible documentation without extra work for you.

The move-in inspection is the single most important thing you do before a tenant takes possession. Without it, every deposit dispute becomes your word against theirs. With it, you have timestamped, photographic proof of exactly what condition the unit was in when the tenant moved in.

Why inspections matter

Without a move-in inspection:

• Tenant says the scratch was already there. You can't prove otherwise.
• Tenant says the carpet was stained before them. You can't prove otherwise.
• You go to small claims court. Judge asks for documentation. You have none. You lose.

With a move-in inspection:

• Tenant says the scratch was already there. You show move-in photos — no scratch.
• Tenant says the carpet was stained. You show move-in photos — carpet was clean.
• You go to small claims court. You show timestamped photos. You win.

The room-by-room checklist

Every room — capture these shots

1. All 4 walls (wide shot showing full wall)
2. Floor (wide shot + close-up of any marks)
3. Ceiling (cracks, water stains, fixtures)
4. Windows (glass condition, locks, screens)
5. Light fixtures and switches (working, covers intact)
6. Outlets (covers intact, no damage)
7. Closet interior (shelving, rods, floor)
8. Door (condition, hardware, locks)

Kitchen — additional shots

1. Stove/oven (burners, inside oven, control panel)
2. Refrigerator (inside, shelves, drawers, ice maker)
3. Dishwasher (inside, racks, door seal)
4. Sink and faucet (condition, under-sink area)
5. Countertops (close-up of any chips, stains, burns)
6. Cabinets (open several, check hinges and shelves)
7. Garbage disposal (test and note if working)
8. Backsplash (grout condition)

Bathrooms — additional shots

1. Tub/shower (condition, grout, caulk, hardware)
2. Toilet (base, seat, tank, flush test)
3. Vanity and sink (faucet, under-sink, mirror)
4. Exhaust fan (working, clean)
5. Grout and caulk (close-up — this deteriorates and needs clear baseline)
6. Towel bars and accessories (secure, no damage)

Living areas and bedrooms

1. Fireplace (if present — damper, screen, hearth condition)
2. Built-ins (shelving, mantels)
3. Carpet condition (full room + close-up of any spots)
4. Hardwood/tile (scratches, chips, loose tiles)

Exterior / Outdoor

1. Front door (hardware, paint, screen door)
2. Patio/balcony (surface, railing, any fixtures)
3. Yard (if tenant-maintained — lawn condition, beds, trees)
4. Garage (floor condition, door mechanism, walls)
5. Parking area (assigned spot, condition)

Systems and safety

1. Smoke detectors (test every one — document locations)
2. CO detectors (test and document)
3. HVAC (note filter size, test heating and cooling)
4. Water heater (age, condition, temperature setting)

How to conduct the inspection

Move-in inspection protocol

1. Schedule before or on move-in day — unit must be tenant-ready
2. Walk through WITH the tenant — they see the same conditions you document
3. Take photos together — let the tenant watch you photograph each room
4. Note existing conditions — scratches, marks, stains, chips — document everything, even small items
5. Test all systems — every faucet, every light switch, every outlet, every appliance, every lock
6. Both parties sign the inspection report (or tenant acknowledges digitally)
7. Provide a copy to the tenant immediately

Move-out inspection protocol

1. Schedule within 1-3 days of move-out — unit should be empty
2. Invite the tenant to attend (required in some states, smart practice everywhere)
3. Follow the same room sequence as move-in — this makes comparison easy
4. Photograph the same angles as move-in shots
5. Note new conditions — anything not present in the move-in inspection
6. Test all systems again — confirm everything still works
7. Document cleanliness — appliance interiors, bathrooms, floors
8. Check for missing items — blinds, fixtures, shelving, remotes

State-specific inspection rules

Some states have specific requirements:

State	Move-In Inspection	Move-Out Inspection
Virginia	Required — written report of unit condition	Recommended — not required by law but protects your deposit claims
Florida	Not required but strongly recommended	Not required but strongly recommended
Maryland	Tenant can request within 15 days of move-in	Recommended
California	Not required	Must offer tenant an initial inspection before move-out (Cal. Civ. Code § 1950.5)
DC	Recommended	Recommended
Georgia	Required — detailed list of existing damage	Recommended

The AI advantage in inspections

Modern inspection tools (like Tenby) use AI to:

• Auto-detect damage — AI compares move-in and move-out photos pixel by pixel
• Flag notable conditions — scratches, holes, stains, missing items
• Generate condition reports — room-by-room summary with severity ratings
• Estimate repair costs — based on the type and extent of damage
• Create comparison views — move-in photo next to move-out photo for each room

This replaces hours of manual comparison with an instant, objective analysis.

Common inspection mistakes landlords make

1. No move-in photos — the #1 mistake. Without a baseline, every deduction is disputable
2. Photos too far away — wide shots are useless for proving a specific scratch or stain. Get close-ups.
3. No timestamps — photos without dates can be disputed. Use an app that timestamps automatically.
4. Skipping the inside of appliances — tenants leave ovens, fridges, and dishwashers dirty. Document the clean condition at move-in.
5. Not testing systems — "The AC didn't work when I moved in" is hard to fight without a documented test
6. Not having the tenant present — a signed joint inspection is much stronger than a one-sided report
7. Waiting too long after move-out — conditions can change. Inspect within 1-3 days.
8. Photographing in bad lighting — use flash or good lighting. Dark, blurry photos are useless in court.

How Tenby handles inspections

• Guided room-by-room workflow — tenant or landlord follows prompts for each room
• Camera + library upload — take photos or add from existing photos
• Automatic timestamps on every image
• AI damage detection compares move-in and move-out automatically
• Condition ratings per room (Excellent, Good, Fair, Poor)
• Voice notes for observations that photos can't capture
• Side-by-side comparison at move-out — one tap to see before and after
• Tenant can self-document — guided by the app, no landlord presence required
• All photos stored permanently in encrypted cloud storage

The bottom line

A 30-minute move-in inspection saves you thousands in potential deposit disputes. Every room, every appliance, every surface — documented with timestamped photos and signed by both parties. The landlords who skip this step are the ones who lose in court. The landlords who do it are the ones who keep their deposits when damage occurs.