When you move into a new rental apartment, filling out your inventory and condition form is one of the first things you should complete. It’s essential to go through the unit and look for damage, stains, and other wear and tear before settling in. That way, you can inform the landlord or property management company of any big and small issues and document the damage. You get an opportunity to do just that when you’re given an inventory and condition form upon moving in. Learn what this form is, what’s on it, and how to complete it as thoroughly as possible.
What is an inventory and condition form?
An inventory and condition form is a checklist new renters complete when moving into a new rental unit. Your new rental should be clean and in good living condition, but it’s not likely that the place will be 100% perfect. You might find chipping paint, small tears in the carpet, or an appliance that doesn’t quite work. You should report minor damages and more on the form. You and your landlord should agree about the move-in condition of the rental and address any maintenance needs up-front.
Why is completing the inventory and condition form so important?
Landlords and property management companies use the initial inventory and condition form to understand the property’s condition when you first move in. Then, they compare that form to one they complete while inspecting the rental after you move out. This comparison allows them to more accurately document existing damage or issues before you moved in and what damage you may have caused. They may use these forms to determine how much to deduct from your security deposit for repairs outside of normal wear and tear.
What do you need to note on this form?
Nothing is too small to include in the inventory and condition form. The more detailed you are about missing items and the damage you find, the more accurate the form is, and the more information the landlord has on the actual condition of the apartment when you moved in.
The major categories on an inventory and condition form go from room to room inside the rental and include outdoor features and spaces. You should take note of the condition of each of the following:
Bathrooms
- Blinds are in working condition
- Ceiling and wall paint and evidence of potential leaks or mold
- Fixtures, like toilet paper holders, towel racks, and shower curtain rods are secure
- Cracks or stains on floors
- Interior windows and locks are secure
- Lighting is working
- No visible cracks in mirrors
- Plugs and switches operating correctly
- Toilets, sinks, bathtubs, and showers are working and draining correctly
Dining room
- Blinds are in working condition
- Ceiling and walls don’t show any signs of chipping paint or leaks
- Cracks or stains on floors
- Interior windows and locks are secure
- Lighting is working
- Plugs and switches operating correctly
Entrance and foyer
- Ceiling and walls don’t show any signs of chipping paint or leaks
- Closet is operational and hooks are secure
- Doorknobs and locks are secure and lock correctly
- Front door and doorway don’t have any existing damage or gaps
- Lighting switches are working
Exterior items
- Doorbell
- Doors, doorways, and knobs
- Fencing and gates
- Mailbox
- Outdoor lighting
- Pool or spa
- Roof and gutters
- Siding
- Steps, porch, deck, or patio
- Windows
Garage
- Garage door is operating correctly
- Storage or shelves are secure
Kitchen
- Appliances, including stove, range, oven, microwave, fridge, freezer, and dishwasher are in working condition
- Cabinets and countertops
- Ceiling and walls
- Entryways
- Floors
- Interior windows and locks
- Lighting
- Pantry and storage
- Plugs, switches, and hookups
- Plumbing
Living room and family room
- Blinds
- Ceiling and walls
- Entryways
- Fireplace
- Floors
- Interior windows and locks
- Lighting
- Plugs, switches, and hookups
Master bedroom
- Blinds
- Ceiling and walls
- Closets and storage
- Entryways
- Floors
- Interior windows and locks
- Lighting
- Plugs and switches
Other bedrooms
- Blinds
- Ceiling and walls
- Closets and storage
- Entryways
- Floors
- Interior windows and locks
- Lighting
- Plugs and switches
Utility and laundry areas
- Blinds
- Ceiling and walls
- Entryway
- Floors
- Interior windows and locks
- In-unit laundry
- Lighting
- Plugs and switches
- Storage
Other
- Air conditioning and heating systems
- Filters
- Keys and security access cards
- Smoke detectors, carbon-dioxide detectors, and other alarm systems
- Thermostat
- Vents and radiators
- Water heater
- Window screens
How to complete an inventory and condition form
Use the following tips to help you take stock of your new rental and thoroughly document every issue for you and your landlord:
- Survey room by room in the order of the checklist: This survey can make the process a little more efficient and prevent you from getting lost in your list.
- Take photos of the damage you see: Bring your smartphone or camera with you as you search for both significant and minor damage. Then, include the images when you turn in the form to prove the damage exists as you said it did. You can send the photos via email or turn in physical copies with your form.
- Complete your inspection before moving into the unit: You typically get the inventory and condition form when you first get your keys to the new place, and you should complete it before you move in your belongings. That way, you can see all the nooks and crannies and only document wear and tear present before you moved in.
- If necessary, include another page: If you discover many issues or need to expound on the damage you see, write another page and staple it to your inventory and condition form. This addendum can ensure the form itself is easy to read, and you can cover everything you see.
- Check the exterior very closely: You have more exterior space to look at when renting a house, including the walls, foundation, porch, yard, roof, and gutters. In an apartment, you may only need to look at the front door, the siding, or the hallways that lead to your unit.
- Ensure the utilities are on: Turn on all the lights, faucets, and the air conditioning or heat to verify the utilities are working. This check can also help you determine whether any of these features aren’t in working order.
- Test all of the appliances: Run the dishwasher and test the washer and dryer. During your inspection, make sure that all appliances work correctly.
Once you turn in your inventory and condition form, your landlord or property management team should let you know what items they’ll fix as you settle in. They’ll likely take care of significant issues, including those that affect your household’s safety, like the locks, windows, or the unit’s habitability, such as working plumbing or electricity. You can ask for a copy of the inventory and condition form you filled out and maintenance receipts for fixed items to keep in your records, just in case.
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