Complete explanation of the proper way to fill out a move-in inspection checklist (current condition report) based on legal requirements. This practical guide from real estate experts covers how to complete entry fields, attach photos, procedures for mailing or emailing submissions, whether signatures are needed, and other essential steps to ensure your checklist serves as admissible evidence in move-out disputes.
Reviewed by: Nobuyuki MoriPresident, M-Assets Co., Ltd. / Licensed Real Estate Transaction Specialist (Miyagi #018212)
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Learn how to complete a move-in checklist (room condition inspection form) with practical examples. Discover what to check, how to document damage and stains properly, and prevent move-out disputes over restoration costs—plus key verification steps before submission.
A move-in inspection checklist (also called a "move-in check sheet" or "current condition report") is a document that records the condition of an apartment at the moment of move-in. While creation is not legally mandated, it becomes important evidence in disputes over restoration costs at move-out.
The Ministry of Land, Infrastructure, Transport and Tourism's "Guidelines on Disputes and Issues Regarding Restoration to Original Condition" clearly states that a tenant's obligation for restoration to original condition is limited to "damage caused by the tenant's intentional acts or negligence." To prevent the tenant from being charged for damage and stains that already existed before move-in, it is essential to record these in writing via an inspection checklist.
Under the doctrine of free evaluation of evidence in Civil Procedure Law Article 247, courts comprehensively assess all submitted evidence. While a move-in inspection checklist is not a formal deed, its evidentiary value varies significantly depending on the date and time of creation, the content recorded, and whether it is confirmed with the property management company's signature.
A formal inspection checklist must always include the following items.
If the property management company provides a standard format, use that. If not, use a commercially available inspection sheet or create your own. The format doesn't matter, but the essential items above must always be included.
Record the condition of each room from the following angles.
"6-mat Japanese-style room (facing east) Floor (tatami): Scorch mark approximately 5 cm in diameter in the northeast corner (Photo 1) / Color fading 10 cm wide at the center of the west side Walls: Three picture-hanging nail holes in the south wall (Photo 2) / Wallpaper peeling 20 cm on the east wall (Photo 3) Ceiling: No stains Fixtures: 5 cm tear in the lower right corner of the sliding door (Photo 4)"
Don't simply write "damage on the tatami." Always clearly specify the location, size, shape, and photo number. This prevents disputes later about which location the damage is in.
Since water-related areas deteriorate easily and frequently become points of dispute at move-out, record these in particular detail.
"System Kitchen Sink: Rust around the drain (Photo 5) / Faucet handle operates OK / No water purifier Gas range: 3-burner IH, all burners checked OK / No damage on cooking surface Ventilation fan: Operates OK, oil residue inside (appears to be residue from previous tenant) (Photo 6)"
Distinguish between "operates OK" and "does not operate (specific symptoms)" when recording equipment functionality. If any equipment does not operate, promptly request repairs from the property management company.
"Balcony (facing south, 2 m wide × 1 m deep) Floor: No cracked tiles / Drain functions properly Railing: Some peeling paint (Photo 7) / No looseness Entrance Door: 5 cm scratch on the inside lower part (Photo 8) / Lock operates OK Entrance floor: No tile damage / Light soil stains"
Photos taken on smartphones automatically record metadata including GPS location information and shooting date/time. This information becomes important evidence negating photo tampering, so preserve the original file without editing after shooting. Setting up automatic upload to cloud storage (such as Google Drive or iCloud) also reduces the risk of losing the files.
Creating the inspection checklist alone is insufficient; only by officially submitting it to the property management company does its evidentiary value increase.
Recommended Submission Methods
Methods to avoid are "verbal report only," "private SNS such as LINE only," and "hand delivery without a receipt stamp." These have weak evidentiary value in future disputes.
Since an inspection checklist is not a contract, a seal is not legally required. However, if the tenant's signature or seal (an unofficial stamp is acceptable) is present, it has higher evidentiary value as a document created by the person. Obtaining the property management company's confirmation stamp makes it even stronger evidence.
Submit to the property management company within two weeks after move-in. If delayed too long, there is room for suspicion that damage that occurred after move-in was recorded as pre-existing.
Keep the original until move-out, and retain a copy for 2 to 3 years after move-out. Restoration cost claims often arise several months after move-out, and if disputes escalate to litigation, evidence may be needed for several years.
The key practical points for a move-in inspection checklist are: "clearly specify location, size, shape, and photo number," "officially submit by email or mail," "submit within two weeks," and "retain copies for 2 to 3 years after move-out." While there is no legal specification of format, adhering to these practical steps significantly strengthens evidentiary value in restoration disputes. Please be sure to create and submit an inspection checklist tailored to your property, using the examples and templates as reference.
Note that this article focuses on the legal standing, evidential value, and the practical procedure for submitting the inspection sheet to the management company. If you are looking for a blank checklist template you can fill in directly, or concrete room-by-room and fixture-by-fixture sample entries (copy-and-paste formats), see Move-in checklist: fill-in examples and how to write them, with a room condition report sample.
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