Move-In and Move-Out Inspection Checklist Template

The most common fight between landlords and tenants in Bangladesh happens on the last day of a tenancy: the landlord says the walls were spotless and the geyser worked; the tenant says the stain and the broken tap were already there. With no written record, the argument becomes about memory and trust, and the security deposit (jamanat) becomes a battleground. A simple move-in / move-out inspection checklist, signed by both sides and backed with photographs, prevents almost all of these disputes.

This article gives you a complete, printable inspection checklist template in English for flats, houses and small offices in Bangladesh. It includes a room-by-room checklist, meter reading and key records, an inventory list for furnished flats, a sign-off section, a worked example of fair deductions from a deposit, and practical tips on how to run the inspection. Landlords and tenants can both use it.

Why a Move-In Inspection Checklist Matters

An inspection checklist is a written snapshot of the property's condition on the day the tenant receives the keys. At move-out, you repeat the inspection with the same form and compare. The benefits are practical:

• Fair deposit settlement: deductions are based on documented changes, not guesswork.
• Clear responsibilities: the tenant knows what they are expected to return in the same condition.
• Faster repairs: problems found at move-in can be fixed immediately, not argued about later.
• Trust: tenants feel protected too, because pre-existing damage is recorded.
• Evidence: if a dispute reaches mediation, the house rent controller or court, a signed checklist with dated photos is strong supporting evidence.

How to Conduct the Inspection

1. Schedule it in daylight on or just before the key handover day. Both landlord (or caretaker/manager) and tenant should be present.
2. Bring the form, a pen and a phone with a working camera and date stamp enabled.
3. Go room by room in the same order every time: entrance, living/dining, bedrooms, bathrooms, kitchen, balconies, utility area.
4. Test everything that works: switches, fans, lights, taps, flush, geyser, exhaust fan, door locks, windows, grills, sockets, intercom.
5. Write specifics, not "OK": "2 small nail holes on east wall, living room" is far more useful than "walls fine".
6. Photograph each room from the doorway, plus close-ups of any damage. Save them in a folder named with the flat number and date, and share copies with the tenant.
7. Record meter readings and count keys.
8. Sign every page — both parties — and give the tenant a copy.

Tip: Use a simple condition scale so both sides describe things the same way: N = New, G = Good, F = Fair (usable, some wear), P = Poor (needs repair), X = Missing/not working.

Move-In / Move-Out Checklist Template (Fill in the Blanks)

Copy the sections below. For each item, write the condition code and a short comment at move-in, and again at move-out.

Part A: Property and tenancy details

Property address: [House/Building, Flat No., Road, Area, City]

Landlord / manager: [Name, Mobile]

Tenant(s): [Name(s), Mobile]

Agreement start date: [Date] Move-in inspection date: [Date] Move-out inspection date: [Date]

Furnishing: [Unfurnished / Semi-furnished / Fully furnished]

Part B: Room-by-room condition

Part C: Meters and utilities

Part D: Keys and access

Main door keys: [__] Bedroom keys: [__] Main gate/collapsible gate: [__] Mailbox: [__] Rooftop: [__] Access card/remote: [__] Parking slot no.: [__]

Keys returned at move-out: [__] (Missing: [__])

Part E: Inventory (for furnished or semi-furnished flats)

Part F: Sign-off

Move-in: We agree that this checklist and the [__] photographs taken on [Date] fairly record the condition of the property at move-in. Tenant signature: ________ Landlord signature: ________ Date: ________

Move-out: We agree that this checklist records the condition at move-out. Items needing repair or replacement: [list]. Agreed deductions from security deposit: Tk [__]. Balance deposit to be returned: Tk [__] by [Date / method]. Tenant signature: ________ Landlord signature: ________ Date: ________

Normal Wear and Tear vs Damage

At move-out, the key question is whether a change is ordinary wear from normal living or damage beyond it. Only damage should normally be deducted from the deposit, unless your agreement says otherwise. Examples:

What counts as wear depends partly on how long the tenant stayed. A flat returned after five years will naturally need repainting; a flat returned after six months should not.

Worked Example: Settling the Deposit Fairly

For example (illustrative): a tenant paid a security deposit of Tk 40,000. At move-out, the checklist comparison shows:

• One bathroom basin cracked (recorded as "G" at move-in): replacement and fitting cost Tk 4,500.
• Two keys missing: lock change cost Tk 1,200.
• Last month's gas bill unpaid: Tk 1,080.
• General repainting after 2 years: treated as normal wear, no deduction.

Total deductions: Tk 4,500 + Tk 1,200 + Tk 1,080 = Tk 6,780. Deposit to return: Tk 40,000 − Tk 6,780 = Tk 33,220. The landlord shares the repair receipts and pays the balance by bank transfer, recording it on the checklist. Because both sides signed the move-in checklist, there is little to argue about.

For the paperwork, see our security deposit return letter template, and for the full exit process read our guide on the end of tenancy process.

Tips for Landlords

• Fix all "P" and "X" items found at move-in within an agreed time and note the repair date on the form.
• Keep the signed form and photos safely for at least as long as the tenancy plus a few months after move-out.
• Do a friendly mid-term inspection once a year with notice, using the same checklist; it catches leaks early. Our flat maintenance checklist helps plan regular upkeep.
• Do not deduct for items not recorded at move-in without clear evidence.
• Return the deposit balance promptly and in writing.

Tips for Tenants

• Do not sign a blank or "all OK" form. Walk through and note every defect, however small.
• Take your own dated photos and videos, and send them to the landlord by WhatsApp or email the same day as a record.
• Report any new problem during the tenancy in writing, so it is not blamed on you later.
• Before moving out, clean the flat, remove nails you added (if agreed), and pay the last utility bills.
• Ask for the move-out inspection while you are still present and before handing back keys.

Common Mistakes to Avoid

• Writing only "OK" or "Good". General words cannot resolve disputes about specific marks or damage.
• No photographs. A form without photos is much weaker evidence.
• Doing the inspection at night. Stains, cracks and dampness are easy to miss in poor light.
• Not testing appliances. A geyser that "looks fine" may not heat.
• Forgetting meter readings. Utility disputes are among the most common at move-out.
• Only one party keeping the copy. Both sides should have a signed copy.
• Deducting normal wear. Charging a tenant for routine repainting after years of occupancy is usually unfair and creates bad reviews by word of mouth.

Adapting the Checklist for Different Properties

Furnished and serviced flats

For furnished flats, the inventory section becomes the most important part of the form. List every item with its brand or description and quantity, and note small details such as a scratch on the dining table or a missing AC remote. Expat and corporate tenants often expect furnished flats, and they also expect a detailed inventory, so a thorough list looks professional rather than suspicious.

Shops and small offices

For a shop or office, add rows for the rolling shutter and its locks, glass frontage, signboard fixing points, false ceiling, lights, AC units, washroom, and the electricity sub-meter. Record the condition of the floor carefully, because fit-out works often damage tiles. If the tenant will carry out interior works, attach the approved drawings and note what must be removed or left behind at the end.

Older buildings

In older houses, note existing dampness, plaster cracks, rusty grills and slow drains in detail. These issues often get worse during the monsoon, and a clear starting record prevents the tenant from being blamed for problems caused by the building itself.

Handling Disagreements at Move-Out

Even with a good checklist, the two sides may disagree about a particular item. Try these steps before the relationship turns sour:

1. Compare the move-in entry and photos for the exact item together.
2. Get one or two written repair quotes from local technicians instead of estimating a figure.
3. Consider splitting the cost when the evidence is unclear, especially for small amounts.
4. Put the agreed settlement in writing on Part F and sign it.
5. If you still cannot agree, seek help from a respected neighbour, the owners' association, or a lawyer before considering formal steps.

A calm, evidence-based settlement usually costs less than the time and stress of a long dispute, and a tenant who leaves on good terms is more likely to recommend your flat to others.

Using the Checklist with Your Other Move-In Documents

The inspection checklist works best alongside a signed rental agreement, a deposit receipt, and a clear welcome letter that explains house rules and contacts. Our tenant welcome letter template pairs well with this checklist. In Dhaka, also remember the police tenant information form; complete it at move-in and keep a copy.

Final Thoughts

A move-in / move-out inspection checklist takes about 45 minutes to complete, yet it can save weeks of disagreement and protect a relationship that may have lasted years. Be specific, take photos, record meter readings and keys, and have both parties sign. At move-out, compare fairly, separate normal wear from real damage, and document every deduction.

If you manage several flats, Bariwala ERP (বাড়িওয়ালা ERP) helps keep the rest of the tenancy record in one place — tenant profiles, agreements, security deposit and advance tracking, sub-meter electricity bills, maintenance requests and the due list — so when move-out day arrives, the numbers for settlement are already clear.