Free Move-In Checklist Template
A move-in checklist covers the handover steps, inspection notes, meter readings, photos, and follow-up admin needed to document a tenant check-in.
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Keys change hands, the tenant walks through the place, and everyone wants the starting condition on record before any small disagreement turns into a deposit dispute. The Move-In Checklist runs the work as a project board, so the tasks stay in one place from paperwork through follow-up, with deep green and muted burgundy markers under Lora headings.
The board breaks the move-in into five phases, which keeps the check-in report from turning into a vague catch-all and keeps photos and meter readings tied to the right moment. The handover and inspection steps sit next to the admin that backs them up, so the file ends up traceable: who approved what, what got signed, what got sent, and what needs chasing if rent starts late.
- Onboarding Covers owner paperwork, setting up the property file, recording contractor approvals, and getting the lease details ready before anyone arrives.
- Pre-move checks Holds the scheduling, key and lock log prep, pre-move condition check, and utility access checks that stop day-one surprises.
- Move-in day Tracks the key handover, check-in inspection with dated photos, meter readings, and signing and recording the lease details.
- Immediate follow-up Captures the upload and sending steps for the inspection record and lease copies, plus logging maintenance and setting up rent collection.
- Ongoing administration Keeps the first rent follow-up, the one-month inspection, contractor review, and archiving in view after the move-in is done.
Once the template is in your workspace, you add your own dates (the board keeps order, not a calendar), assign the tasks to whoever’s doing the handover and follow-up, and work the cards across the columns as each step gets done.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
5 columns carrying 20 cards. Adding it builds the whole thing as a project in your workspace, with every column and card in place.
| Column | What is in it |
|---|---|
Onboarding | Tasks for gathering owner paperwork, starting the property file, logging contractor approvals, and preparing lease and registration details before the move-in is booked.
|
Pre-move checks | Tasks for scheduling the move-in date, arranging keys and a lock log, checking condition and repairs, and confirming utilities and meter access.
|
Move-in day | Tasks for the key handover and lock log, check-in inspection with dated photos, meter readings, and signing and recording lease details.
|
Immediate follow-up | Tasks for uploading the check-in record, sending signed copies, logging maintenance and contractors, and setting up rent collection and the first invoice.
|
Ongoing administration | Tasks for monitoring the first rent payment, completing a one-month follow-up inspection, reviewing contractors, and archiving the move-in file.
|
What happens when you install it
- A project is created with its board, 5 columns and 20 cards already there.
- Nothing carries a due date, because a board holds the order the work runs in rather than a calendar. The dates go on once you know when the job starts.
- Every card opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
Property managers and landlords handling residential management, plus hosts running short-term rentals or hoa management teams documenting a tenant check-in.
Questions about this project template
What should a move-in checklist include?
A move-in checklist usually includes the handover steps, a condition inspection with dated photos, meter readings, and the paperwork and follow-up that keeps the record complete. This board also keeps the rent setup, first reminder, and a one-month follow-up inspection together with the move-in file.
Do you take dated photos during a move-in inspection?
Dated photos are part of the move-in day tasks, alongside the check-in inspection steps. The board also includes uploading the photos and inspection report in the immediate follow-up phase so the record doesn’t sit on someone’s phone.
Who does the check-in inspection at move-in?
The checklist assumes someone is responsible for each step and gets assigned to the cards. Once the project is in place, the inspection and handover tasks get assigned to whoever is doing the on-site check-in.
What paperwork should be collected before move-in?
The onboarding phase includes gathering owner paperwork and preparing lease and registration details. The follow-up phase also includes sending signed lease copies and registration confirmation once the move-in is completed.
How do you handle repairs found at move-in?
The pre-move checks include noting repairs during the condition inspection, and the immediate follow-up includes logging maintenance tasks and scheduling contractors. The onboarding and ongoing administration phases also keep an approved contractor list and performance review tied to the same file.
What do you do if the first rent payment is late?
The ongoing administration phase includes monitoring the first rent payment and sending the first reminder if it’s late. The rent collection setup step sits earlier, in the immediate follow-up phase, so the reminder has something to reference.
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