Move-In Checklist: Complete Guide with Sample Entries and Printable Template Ready to Use on Key Handover Day

When moving into a rental property, a "move-in checklist (move-in confirmation form)" is the most critical document for preventing disputes at the time of move-out. However, we often hear concerns like "I don't know how to fill it out" and "I'm unsure what to check." This article covers everything from proper sample entries to a printable template, all in a format ready to use on key handover day.

What is a Move-In Checklist? Why is it important?

A move-in checklist is a document for recording in writing any pre-existing damage, dirt, or equipment malfunctions that existed before you moved in.

When restoration costs (repair expenses) become an issue at move-out, the key question is often "Did this damage exist before I moved in, or did it occur during my tenancy?" By creating and submitting a move-in checklist, you can prove damage that existed before you moved in, protecting yourself from unfair charges.

While the 2020 Civil Code revisions clarified restoration rules, tenants often face disadvantages without supporting documentation. Be sure to create a checklist.

Sample Move-In Checklist Entries (How to Complete Each Section)

Basic Information Sample

Property name: ○○ Mansion, Unit 203 Move-in date: April 21, 2026 Key receipt date: April 18, 2026 Confirming parties: Taro Yamada (tenant) · Jiro Sato (property management representative)

Sample Damage and Dirt Entries (Specificity is Key)

Poor Examples (vague entries)

• •"Wall has scratches"
• •"There is dirt"

Good Examples (specific entries)

• •"Scuff mark approximately 5 cm long on the left wall just inside entrance (at height ~120 cm)"
• •"Yellow discoloration on kitchen wall tile (entire horizontal row). Property manager stated it was cleaned, but staining persists"
• •"Minor dent on bottom rail of western-style bedroom closet door (approximately 2 cm vertical × 1 cm horizontal)"

Key point: Recording three details together—location, size, and condition (minor/moderate/severe)—creates effective evidence for later reference.

Sample Equipment Check Entries

Printable Move-In Checklist Template

You can print the following template on A4 paper. After completing it, submit one copy to your property management company and keep one copy for your records.

【Move-In Confirmation Checklist】

Property name:＿＿＿＿＿＿＿＿＿Unit number:＿＿＿ Move-in date:　　year　　month　　day　　Key receipt date:　　year　　month　　day Tenant name:＿＿＿＿＿＿　　Property management representative:＿＿＿＿＿＿

◆Entrance and Hallway □ Entrance door (scratches/dirt): ＿＿＿＿＿＿＿ □ Entrance floor (damage/dirt): ＿＿＿＿＿＿＿ □ Entrance storage (door/interior): ＿＿＿＿＿＿＿ □ Hallway walls (scratches/dirt): ＿＿＿＿＿＿＿

◆Bedrooms (Western-style and Japanese-style) □ Walls (scratches/dirt/holes): ＿＿＿＿＿＿＿ □ Ceiling (stains/dirt): ＿＿＿＿＿＿＿ □ Floor (flooring scratches/carpet stains): ＿＿＿＿＿＿＿ □ Windows and frames (mold/dirt/malfunctions): ＿＿＿＿＿＿＿ □ Closet (door/interior/shelves): ＿＿＿＿＿＿＿ □ Lighting and outlets: ＿＿＿＿＿＿＿ □ Air conditioner (operation check/filter condition): ＿＿＿＿＿＿＿

◆Kitchen □ Sink (dirt/drainage): ＿＿＿＿＿＿＿ □ Cooktop and ventilation fan: ＿＿＿＿＿＿＿ □ Storage doors (operation/scratches): ＿＿＿＿＿＿＿ □ Wall tiles (dirt): ＿＿＿＿＿＿＿

◆Bathroom, Sink, and Toilet □ Bathtub (dirt/mold): ＿＿＿＿＿＿＿ □ Bathroom ventilation fan and lighting: ＿＿＿＿＿＿＿ □ Bathroom sink (dirt/faucet): ＿＿＿＿＿＿＿ □ Toilet (bowl/bidet seat): ＿＿＿＿＿＿＿

◆Photo Documentation (check if photos taken) □ Entrance area　□ Bedroom walls　□ Floor　□ Kitchen　□ Bathroom　□ Other damage areas

Confirming parties' signatures: Tenant:＿＿＿＿＿＿＿　　　Property management:＿＿＿＿＿＿＿

The Importance of Photos and How to Store Them

Along with completing the checklist, photographing damage areas is essential.

Photography Tips

• •Use your smartphone camera; place a ruler or business card near the damage to show scale
• •Include the date in your photos (while phone file metadata records the date, writing the date on a notepad or whiteboard visible in the photo is more reliable)
• •Photograph in bright lighting for clear, sharp images

Storage Methods

• •Auto-backup to cloud storage (Google Photos, iCloud, etc.)
• •Compile photos and checklist into a PDF and save via email
• •Do not delete until after move-out

Important Notes When Submitting the Checklist to Property Management

1. Make a copy before submitting: Without a copy in your possession after submission, it cannot serve as evidence
2. Choose how to submit: Email or registered mail (with record of delivery) is ideal. If submitting in person, request a received stamp
3. Check the submission deadline: Some property management companies set a deadline like "within ○ days of move-in." Confirm and submit immediately after moving in
4. Get the property management company's signature and confirmation stamp: This serves as proof that both parties have confirmed the document

Summary: The Checklist is Your "Move-Out Insurance"

A move-in checklist is the most important document for preventing restoration cost disputes at move-out. Even if you think there are no issues, it's essential to carefully document all minor scratches and dirt. Print the template in this article and use it on key handover day, then submit it to your property management company along with photos. This will reliably reduce "I didn't expect this" disputes after moving in.

Pre-Move-in Checklist Examples and Template: How to Accurately Document Wall, Floor, and Equipment Conditions

A pre-move-in checklist is the most critical document for preventing security deposit disputes at move-out. This guide explains detailed examples for documenting walls, floors, and equipment, along with photo tips and how to submit to your management company.