Move-In Checklist: How to Fill It Out with Sample Examples—Complete Room Condition Inspection Report Templates

When moving into a rental property, carefully recording conditions in a document often called the "move-in inspection sheet" or "room condition report" is critically important. By filling out this form correctly, you can clearly distinguish between "damage and stains that existed before move-in" and "damage and stains that occurred during occupancy," protecting yourself from unreasonable restoration charges at move-out. This article covers practical steps from understanding why pre-move-in inspections matter through recording methods and ongoing management after submission.

Why the Move-In Inspection Sheet Matters

The most common move-out dispute involves disagreements over restoration costs. According to guidelines from Japan's Ministry of Land, Infrastructure, Transport, and Tourism, "normal wear and tear and age-related deterioration" are the landlord's responsibility, while "damage from intentional acts or negligence" are the tenant's responsibility. In practice, however, cases where damage that existed before move-in gets charged to the tenant at move-out remain common.

Legal Significance of the Move-In Inspection Sheet

• •Serves as evidence that both parties (tenant and landlord) have confirmed and agreed to the property's condition at move-in
• •Clearly establishes the basis for cleaning and repair costs at move-out
• •The Ministry of Land, Infrastructure, Transport, and Tourism recommends documenting the property's condition at move-in

Many property management companies and real estate agents provide a "move-in confirmation form" at key handover, but they often don't encourage completion, or the form may be insufficiently detailed. Having your own checklist prepared in advance is the best approach.

7 Things to Check at Move-In

1. Floors, Flooring, and Tatami

• •Location and size of scratches and dents
• •Presence of stains or discoloration
• •If carpeted: fraying or stains

2. Walls and Wallpaper

• •Tears, peeling, stains, graffiti
• •Tack holes (small holes are often considered normal wear and tear)
• •Discoloration from sun exposure (often recognized as age-related deterioration)

3. Ceiling

• •Water stains and mold traces
• •Condition of lighting fixtures (socket or cover damage)

4. Windows, Frames, and Screens

• •Cracks or scratches in glass
• •Warped or misaligned frames, difficulty opening or closing
• •Tears or stains in screens

5. Water Areas (Kitchen, Bathroom, Toilet, Sink)

• •Extent of mold and water stains (whether pre-existing)
• •Drainage flow (blockages or unusual odors)
• •Faucet and shower operation
• •Ventilation fan operation

6. Building Components (Doors, Closet Doors, Sliding Doors)

• •Opening and closing condition (warping, creaking)
• •Surface scratches and stains
• •Lock operation

7. Equipment and Appliances

• •Air conditioner operation (confirm both cooling and heating modes)
• •Water heater and stove operation
• •Interphone and monitor operation
• •Bathroom drying machine and ventilation fan operation

Move-In Room Condition Inspection Form: Sample Completed Entries [Ready-to-Use Examples]

If you're unsure how to write, simply adapt these examples. The key is writing location, condition, and size as one package.

Adding "See Photo No. 5" and similar references to your documented photos makes move-out verification much easier.

Copy-Paste Ready Blank Checklist Template

If you don't have the management company's standard form, or their form seems insufficient, simply copy and paste the template below into a notes app or email. Fill in the blanks, print and handwrite if preferred, and you have a professional checklist.

■ Move-In Room Condition Checklist Property Name/Unit Number: ＿＿＿＿＿＿ Move-In Date: ＿＿Year ＿＿Month ＿＿Day / Date Completed: ＿＿Year ＿＿Month ＿＿Day Completed By: ＿＿＿＿＿＿ [Entrance] Door, Shoe Cabinet, Floor: ＿＿＿＿＿＿ (Photo No. ＿＿) [Bedroom Floor] Scratches, Dents, Discoloration: ＿＿＿＿＿＿ (Photo No. ＿＿) [Bedroom Walls/Wallpaper] Tears, Tack Holes, Stains: ＿＿＿＿＿＿ (Photo No. ＿＿) [Bedroom Ceiling] Water Stains, Mold, Lighting: ＿＿＿＿＿＿ (Photo No. ＿＿) [Windows, Frames, Screens] Scratches, Operation, Tears: ＿＿＿＿＿＿ (Photo No. ＿＿) [Storage Interior] Shelves, Doors, Mold: ＿＿＿＿＿＿ (Photo No. ＿＿) [Kitchen] Sink, Stove, Ventilation, Under-Sink Area: ＿＿＿＿＿＿ (Photo No. ＿＿) [Bathroom, Sink, Toilet] Mold, Water Stains, Cracks, Drainage: ＿＿＿＿＿＿ (Photo No. ＿＿) [Equipment Operation] Air Conditioner Cooling/Heating / Water Heater / Interphone: Normal / Abnormal (＿＿) [Balcony/Other] Railings, Floor, Rust: ＿＿＿＿＿＿ (Photo No. ＿＿) I confirm that I have inspected the room condition at move-in as described above. Signature of Completer: ＿＿＿＿ / Management Company Verification (Signature/Seal): ＿＿＿＿

If you're unsure what to write, simply adapt the sample entries above. If no damage exists in a particular area, writing "No items of note" is sufficient. After completing, keep one copy for yourself and store it with your photo files. Ideally, complete this inspection on move-in day itself in the empty room, before any belongings are brought in. See Move-In Day Checklist and Key Handover Guide for the full day's logistics.

How Detailed Should You Be? — "When in Doubt, Write It Down" Is the Right Call

If you hesitate over whether damage is worth noting, write it down—that's the safe approach. Here's why:

• •Damage you don't record is easily presumed to have occurred during your occupancy, effectively shifting the burden of proof to you
• •Writing detailed descriptions doesn't put you at a disadvantage (normal wear and tear remains the landlord's responsibility)
• •For damage or staining whose cause or timing is unclear, you can simply write "pre-existing (cause unknown)"

A single-studio unit often yields 20–30 documented items; family-sized units commonly run 40 or more. In fact, submitting with many blank spaces carries higher risk.

Recording Methods — Double Documentation with Photos and Text Is Essential

Recording only on paper carries risk that later someone claims "there was no such damage." Combining with photography is essential.

Photography Tips

• •Use your smartphone; enable date and time stamps (iPhones record EXIF metadata with timestamps by default)
• •Place a ruler or coin next to damage to show scale
• •Photograph both the full room and close-ups of each problem area
• •Back up data to cloud storage (Google Photos, iCloud)

Checklist Entry Pointers

• •Describe damage location specifically: "north-facing wall, 50cm to the right of the door, 120cm above floor"
• •Record damage size in measurements ("approximately 3cm × 2cm dent")
• •Use clear phrasing such as "pre-existing"

Submitting and Managing the Checklist

Submit the completed checklist to the property management company or landlord, and keep a copy for yourself.

Submission Pointers

1. Request the management company's confirmation and seal (or signature)
2. If email submission is possible, send via email so the timestamp is automatically recorded (creates evidence)
3. For hand-delivery, request a receipt

Post-Submission Management

• •Keep a copy of the checklist until move-out (at minimum, scan and save as PDF)
• •Keep photo data throughout your residency
• •If new damage occurs during occupancy, photograph it at the time

On move-in day, ideally complete the checklist while the room is empty, before bringing in belongings. For the full day's logistics, see Move-Out Procedures, Restoration Costs, and Security Deposit Recovery Guide.

Reporting Room Condition by Email — Sample Message

While you can hand-deliver the checklist, emailing it creates an automatic timestamped record that becomes strong evidence in move-out disputes. Photograph the completed form, attach the images, write key points in the message body, and send. If you later realize you forgot to submit initially, this format documents when you actually reported conditions.

Sample Email to Management Company – Move-In Condition Report

Subject: Move-In Room Condition Report – ○○ Mansion, Unit ○○

Dear ○○ Real Estate,

Thank you for your support. I am [Your Name], and I moved into Unit ○○ at ○○ Mansion on [date].

I am submitting the room condition at move-in as detailed below. Please find attached the photographs I took (○ images) and the move-in checklist. I would appreciate your review and retention of these as documentation of the pre-move-in condition.

Notable Pre-Existing Damage and Stains

• •Dent approximately 2cm in diameter in the center of the living room floor (Photo No. 1)
• •Black mold on the bathroom door gasket (Photo No. 5)
• •Air conditioner makes clicking noise during cooling operation (recorded on video)

I would be grateful if these could be recorded as pre-existing conditions. Please confirm receipt at your earliest convenience.

[Your Name] / [Unit Number] / [Phone/Email]

This email itself proves "I reported the condition at move-in." Even without written confirmation from the management company, your sent email remains as documentation that can function as evidence during move-out negotiations for Move-Out Procedures, Restoration Costs, and Security Deposit Recovery.

Format Differences by Management Company

Major property management companies like Daiwa Living, Daito Kentaku, Leopalace 21, and Sekisui House subsidiaries typically include their own forms—such as "Move-In Room Condition Report" or "Move-In Walkthrough Confirmation"—with your initial move-in paperwork. Forms vary in the following ways:

• •Granularity of Items: Some have separate check boxes organized by room; others center on free-text entries. Levels of detail vary widely.
• •Submission Deadline: Different companies specify different timeframes (within 7 days, 14 days of move-in, etc.—always check your move-in guide)
• •Submission Method: Beyond paper returns, many now support tenant apps or web portals where you can upload photos

Regardless of format, the writing principle remains the same as this article's examples: "Location, condition, size, plus photo number." If a company's form seems too limited, write detailed information on a separate attachment, note "details follow the attached sheet," and submit together. For app or web submission, always take a screenshot of what you submit.

If the Management Company Doesn't Provide a Move-In Form

Rarely, a management company says "we don't use inspection sheets." You can still handle this independently.

Workarounds

1. Use the Ministry of Land, Infrastructure, Transport, and Tourism's "Standard Rental Housing Contract" appendix as a reference template
2. Email the management company with "Move-In Room Condition Report" as the subject, creating a timestamped record
3. At minimum, take thorough photographs with timestamps and organize them carefully

Using Government Formats and Guidelines

When choosing a checklist format, using official templates ensures you're on solid ground.

• •Ministry of Land, Infrastructure, Transport, and Tourism's "Standard Rental Housing Contract" with "Move-In and Move-Out Property Condition and Restoration Checklist": This government form systematically covers all building components. Search "Standard Rental Housing Contract" on the Ministry's website to download the PDF free of charge. Print and use it as your "self-created checklist."
• •"Disputes Over Restoration Costs – Guidelines (Revised Edition)": This establishes the principle that "normal wear and tear and age-related deterioration are the landlord's responsibility." You can cite it during move-out negotiations.

When a company's form is too brief, attaching the Ministry's checklist and noting "detailed information follows the attached sheet" is an effective submission strategy. Without a printer, creating a list in your phone's notes app organized as "Location / Condition / Size / Photo Number" and converting it to PDF for email achieves the same practical result.

Using the Checklist at Move-Out

During the move-out walkthrough, compare your pre-move-in checklist to the current condition. Pre-existing damage becomes the landlord's responsibility, and your sheet serves as supporting evidence.

Move-Out Walkthrough Pointers

• •Bring printed copies of the pre-move-in checklist and photos
• •When repair estimates are presented, cross-reference the itemized damage against your checklist
• •For charges that seem improper, state: "This damage existed before move-in (see checklist, page X)"
• •If agreement cannot be reached, contact the National Consumer Affairs Center or consult an attorney

Move-In Checklist: Frequently Asked Questions

Q. When is the submission deadline?

The contract or move-in guide typically specifies this, usually within 1–2 weeks of move-in. Submission grows weaker as evidence if it's delayed, so ideally submit from move-in day through one week afterward.

Q. What if I forgot to submit?

You're not immediately disadvantaged, but proving "pre-existing damage" becomes harder. If you realize late, email the management company with dated photos. Even late submission carries some evidentiary weight.

Q. I didn't receive a checklist or I've lost it—what should I do?

First, confirm it's not in your contract documents. If it's truly absent, email the management company requesting "a copy of the move-in room condition report." If they say they don't provide one, use the Ministry's template or create your own, then email it to create a timestamped record. Not having received the form isn't inherently a disadvantage; what matters is "whether you documented conditions immediately after arrival."

Q. Is taking photos alone enough without the written form?

Timestamped photos are your most critical evidence, so "photos alone" provides basic protection. However, photos alone don't communicate clearly to a third party "what" is pictured or "where" it is. When combined with written descriptions identifying location and condition, your evidence becomes significantly stronger. When you have many photos, connecting them to a numbered reference list is especially valuable.

Q. Can I write differently than the samples?

Absolutely. What matters is that "location, condition, and size are understandable to a neutral third party" and "everything is linked to dates and photos."

Q. The management company won't give me written confirmation or a signature?

Emailing to create a timestamp still functions as a record. The "fact that you reported the condition at move-in" itself becomes evidence.

The move-in checklist isn't "a document you invest time creating"—it's "insurance that strengthens your negotiating power at move-out." Thirty minutes of work becomes a shield protecting against improper charges of tens of thousands of yen or more. Make this your essential first-day task.

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