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.
When moving into a rental property, creating a "pre-move-in checklist" (or move-in inspection sheet) that documents the room's damage, dirt, and equipment malfunctions is your greatest weapon for preventing restoration to original condition disputes. The Ministry of Land, Infrastructure, Transport and Tourism guidelines recommend documenting and confirming the room's condition in writing upon move-in, preventing disputes at move-out over whether damage was pre-existing or caused after move-in.
The information recorded on the checklist serves as documentary evidence during move-out settlement. Without such a record, you risk being held liable for pre-existing damage or dirt that was present before you moved in. Some management companies provide a format, but if yours doesn't, creating and submitting your own checklist in Excel or on paper is equally effective.
Areas to Document and Example Entries
Walls, Ceilings, and Floors
For walls, record specific details: location, type of damage, and size—for example, "North wall: pinhole marks (around 150cm height) ×3 locations" or "West wall: wallpaper bubbling (approximately 20cm × 5cm)."
For flooring, write entries like "Living room southeast corner: hardwood floor scratch (5cm, shallow)" or "Bathroom tile: chip (1cm)." For carpeted areas, also note discoloration—for example, "fading (entire sunny window area)."
For ceilings, focus on stains and cracks—for example, "Japanese-style room ceiling: stain (30cm diameter, brown)."
Doors, Windows, and Equipment
Document the condition of doors, windows, sliding doors, and shoji screens—for example, "entrance door lower portion: paint peeling (5cm)" or "closet door: scratch marks present." Check that air conditioning units, water heaters, and ventilation fans operate properly, and note any cracks or stains on stove tops, bathroom sinks, and toilets.
Kitchen and Wet Areas
Record damage and deterioration separately from cleanliness—for example, "under-sink drain: rust present," "bathtub apron: yellowing present," or "toilet bowl: water stains on interior." Remember that marks that can be cleaned are not the tenant's responsibility for restoration to original condition.
Essential Photography Tips
Take photos in pairs: one wide shot (showing the full area) and one close-up of the damage. Placing a tape measure next to damage for scale is the most effective way to document size.
Use your smartphone camera, which automatically records the date and time, and take photos on moving day or the day before. Save them with automatic backup to Dropbox or Google Photos, so you'll have proof of the photo date at move-out time.
Also photograph panoramic shots of the entire room (all walls, ceiling, and floor), close-ups of problem areas, and initial readings on the electricity, gas, and water meters.
How to Submit to Your Management Company and Important Notes
Make two copies of your completed checklist. Submit one copy to your management company and request a dated stamp/signature confirming receipt. Keep the other copy for yourself. If submitting by email, convert it to PDF and keep the sent email as proof.
Even if the management company says a checklist isn't necessary, submitting your own and obtaining a confirmation reply email counts as evidence. If they refuse to accept it in person, sending it by certified mail is also effective.
The deadline is typically within one week of move-in, but ideally submit it on move-in day itself. The longer you wait, the higher the risk that the company will question whether you caused the damage after moving in.
Common Disputes and Solutions
The most common dispute is being charged for pre-existing damage at move-out. With a checklist and photos, you can dispute the management company's charges with documentary evidence.
If you submitted a checklist but the management company ignored it, you can consult with a consumer affairs center or file a small claims lawsuit (for amounts up to ¥600,000). Also refer to the Ministry of Land, Infrastructure, Transport and Tourism's "Disputes and Guidelines Regarding Restoration to Original Condition."
As a foreign resident, you particularly should not rely on the excuse that you couldn't read Japanese before signing. We strongly recommend that you always have a translator review the important matters disclosure form and the pre-move-in checklist with you before signing.
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.
