A comprehensive guide to the equipment and condition checklist you must verify before move-in. Covers what to inspect during viewings and key handover, how to complete a move-in inspection report, and proper documentation methods to prevent future disputes.
Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
Detailed guide to writing a move-in checklist with sample entries. Complete coverage of a printable template ready for key handover day, plus essential tips to prevent future disputes.
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.
Discover the appeal and pitfalls of renovated rentals. Learn what to check during a viewing, how they differ from new construction, and what criteria to use when choosing.
When choosing a rental property, neglecting to check the washing machine placement can lead to regret after moving in. This guide explains practical checkpoints including drain pan size, differences between indoor and outdoor placement, and how to decide between in-unit and coin laundry options.
Failing to inspect equipment before move-in risks the landlord or management company unfairly attributing pre-existing damage or stains to tenant negligence, potentially leading to unjust restoration charges at move-out.
Japan's Ministry of Land, Infrastructure, Transport and Tourism's "Troubleshooting and Guidelines for Restoration to Original Condition" recognizes condition confirmation and documentation at move-in as an essential tenant protection measure.
Use the viewing to simulate what daily life will be like after move-in.
After receiving the keys, complete a comprehensive room inspection while filling out the move-in inspection report.
If the management company doesn't provide a move-in inspection report, create and submit one yourself.
Information to Record
Photography Tips
Verify all equipment operation on move-in day.
| Equipment | Verification |
|---|---|
| Gas | Verify all burners after activation |
| Water | Water pressure and hot water at all faucets |
| Electricity | All switches and outlets |
| Air Conditioner | Cooling and heating function |
| Water Heater | Hot water at set temperature |
| Drainage | Kitchen, washbasin, and bathroom drainage speed |
Document on the move-in inspection report and notify the management company by email or in writing. Verbal notice alone is not proof.
Email Example: > Subject: Move-In Equipment Inspection Report (Room No. __, [Name]) > > I am reporting the following defects and pre-existing damage identified during move-in inspection. > • Wallpaper tear approximately 5cm × 3cm on the east wall of the living room (photo attached) > • Loose hinge under the kitchen sink > > Please confirm these items to ensure they do not become issues during restoration to original condition at move-out.
Complete the following alongside equipment verification.
Pre-move-in and move-in day equipment checks are essential not only for comfortable living but also for preventing move-out disputes. In particular, documenting the unit's condition with photos and written records and submitting them to the management company is a crucial tenant protection measure. Although it may feel tedious, thirty minutes of inspection work prevents significant problems down the road.
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