Leases and rentalsForm
Move-in inspection form template
Record the condition of a rental on the day the tenant moves in, room by room, with meter readings, keys and any existing damage, so the deposit conversation at move-out starts from facts both sides signed.
Opens in the Salsox editor with 7 signing fields already placed for Landlord or agent and Tenant. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Landlord or agent (you)
- Tenant
Preview
Move-In Inspection Report
Property: Flat 3, 41 Linden Road, Glasgow G12 8PJ, United Kingdom Inspection date: 1 November 2026 Landlord or agent: Westend Lettings Ltd Tenant: Aisha Bello Tenancy start: 1 November 2026
1. Living room
walls freshly painted white; carpet clean with a small faded patch by the window; two sofas, coffee table and TV unit in good condition2. Kitchen and appliances
worktops good; one cupboard door slightly misaligned; oven, hob, fridge-freezer and washing machine clean and working3. Bathroom
bath, toilet and basin clean; hairline crack in one wall tile beside the bath; extractor fan working4. Bedroom
walls good; double bed with new mattress protector; wardrobe and chest of drawers good; one curtain hook missing5. Meter readings
| Meter | Reading |
|---|---|
| Electricity | 04512 |
| Gas | 01287 |
| Water | not metered |
6. Keys
Handed to the tenant: two front door keys, two flat keys, one bike-store fob.
7. Smoke and carbon monoxide alarms
Tested in the presence of both parties and working.
8. Photos
Photo record: 48 dated photos shared with the tenant by email on 1 November 2026. The photos form part of this report.
9. Later observations
The tenant may report, in writing within 7 days of the inspection date, any fault or damage not recorded above. Reported items will be added to this report.
10. Agreement
Both parties agree this report is an accurate record of the property's condition on the inspection date, and that it will be used at the end of the tenancy, allowing for fair wear and tear.
Tenant initials: Initials · Tenant
Signatures
Landlord or agent: Signature · Landlord or agent Date: Date · Landlord or agent Name: Name · Landlord or agent
Tenant: Signature · Tenant Date: Date · Tenant Name: Name · Tenant
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Move-in inspection form template
Most deposit disputes come down to one question: was that damage there when the tenant moved in? A move-in inspection form answers it. The landlord or agent and the tenant walk through the property together on the first day, record the condition of each room, the appliances, the meter readings and the keys handed over, and both sign.
This template has a section for each main room and leaves space for the tenant to add anything they notice after moving in, within seven days, which is fair, since small faults often show up only once someone lives there. It refers to a set of dated photos rather than trying to describe every scratch in words.
Keep the signed form with the tenancy agreement. At move-out, a check-out inspection compared against this one, allowing for fair wear and tear, is what deposit protection schemes and courts look for when deciding deductions.
- Signers
- 2
- Signing fields placed
- 7
- Details to fill in
- 14
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
Do landlord and tenant both need to sign?
Yes. A record signed by both is far stronger evidence than one prepared by either side alone. With Salsox, both sign on a phone during the walk-through.
What if the tenant notices something later?
Section 9 gives the tenant seven days to report anything missed, in writing. Add those notes to the record.
Should photos be taken as well?
Yes. Dated photos of every room and existing damage are the best support for the written record. The form notes where the photos are kept.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.