Recording Equipment and Meter Initial Values Right After Moving In — How to Take Photos and Keep Records to Prevent Move-Out Disputes

Why Recording Right After Moving In Is Important

A common rental dispute is disputes over restoration to original condition costs at move-out. "I was charged for damage that existed before I moved in," "I was charged for dirt I didn't cause"—the best way to prevent such disputes is thorough documentation on move-in day.

By leaving documentation of the equipment's initial condition, any damage, and dirt as evidence at move-in, you can refute any unfair charges at move-out. Without records, marks may be treated as having occurred after you moved in.

Timing of Documentation — Move-In Day Is Most Critical

The best time to record is immediately after receiving the keys, before bringing in any belongings. This state captures the condition of the property before move-in most clearly.

After furniture and belongings are moved in, it becomes difficult to determine whether marks or dirt were caused during the moving process or existed before. We strongly recommend taking photos and recording the empty apartment before the moving company arrives.

Recording Initial Meter Readings for Electricity, Gas, and Water

Why Record Meter Readings?

Utility usage for electricity, gas, and water is calculated by subtracting the meter reading at move-in from the reading at move-out. If you have a record of the initial reading, you can point out any billing errors (such as pre-move-in usage being added to your bill).

Recording the Electricity Meter

Location: Beside the entrance, in a hallway, inside the breaker box, or similar (varies by property)

How to Record

1. Photograph the digital display or dial reading on the meter
2. Take the photo with your smartphone so the date and time are included (use your camera app's geolocation and timestamp features)
3. Record the reading in a notes app (example: "2026-04-21 Electricity Meter 1234kWh")

Recording the Gas Meter

Location: Outside the entrance, on a balcony, on the building's exterior wall, or similar (for propane gas, near the gas cylinder)

How to Record

• •Photograph the digital display or reading the same way you did for the electricity meter
• •For propane gas, record the meter installed in your room, not the remaining amount in the supply cylinder

Recording the Water Meter

Location: In the ground in front of the entrance (inside the water meter box) or in a shared meter box in the hallway

How to Record

• •Open the water meter box and photograph the reading
• •In an apartment or condominium, shared and individual meters may be separate, so verify which is your individual meter

Recording Interior Damage, Dirt, and Equipment Function Checks

Photography Tips

Combine Wide and Close-up Photos

• •Photograph each room from the doorway showing the entire space
• •When you find damage or dirt, always take two photos: one showing its location in the room and one close-up of the damage itself

Ensure Good Lighting

• •Take photos with the lights on
• •Using flash will eliminate shadows and make fine scratches easier to see

Areas to Check and Items to Record

Walls and Ceiling

• •Tears, stains, or writing on wallpaper
• •Discoloration or fading
• •Nail holes or screw holes

Flooring

• •Scratches, dents, or stains on wooden floors
• •Tears or damage to tatami mats or their borders
• •Stains or pilling on carpet

Windows, Frames, and Glass

• •Cracks in glass
• •Warped frames or difficulty opening/closing
• •Holes or tears in screens

Doors and Hardware

• •Scratches or stains on doors
• •Unusual sounds or warping when opening/closing
• •Lock operation (whether it turns smoothly)

Wet Areas (Bathroom, Toilet, Sink, Kitchen)

• •Mold, limescale, or discoloration
• •Signs of water leaks
• •Water drainage (test by running water)
• •Shower head operation

Equipment and Fixtures

• •Water heater, air conditioner, and ventilation fan operation
• •Light operation (report any burned-out bulbs)
• •Intercom and monitor operation

Filling Out and Submitting the Move-In Checklist

If the management company provides a move-in checklist, follow that format for your records. If no checklist is provided, creating your own written notes is also valid.

How to Use the Checklist

1. Write down all damage, dirt, and defects you find
2. Submit to the management company (keep a copy or photo for yourself)
3. Send by email to the management company to create a record of when you reported it

Reporting to the Management Company

• •Report any defects or problems within one week of moving in
• •Delayed reporting risks the problem being treated as occurring after you moved in

How to Store Your Documentation

Cloud Backup Recommended

Back up your photos not only to your phone's local storage but also to cloud storage (Google Photos, iCloud, Dropbox, etc.). This ensures you can access them even if you change phones before moving out.

Organize Folders

Create a folder named "PropertyName_MoveInDate_MoveInChecklist" and store all your photos in it. Don't delete it until after you move out.

Keep Records Safe

If you submit a paper checklist to the management company, keep a copy for yourself. For extra security, digitize it (by scanning or photographing) and save it to the cloud.

Summary

Recording equipment and meter readings on move-in day is just 1-2 hours of work that can prevent major problems at move-out. By performing three steps on your first day—photographing initial utility meter readings, recording photos of interior damage and dirt, and promptly reporting to the management company—you can greatly reduce the risk of disputes over security deposit returns.