Move-In / Out Checklists (Security Deposits)

[Cody Ramsey]

Do you do move in and out checklists for security deposits, damages? Do you do paper / carbon copy, digital? Would you mind sharing your templates or any templates you have found for this process? 

Is anyone doing this process remotely? Do you have a digital tool for this process? Would love to talk more if you do. 
 

[Nathan Gesner]

I am using zInspector. It's an excellent program for documenting all inspections or property visits with pictures, notes, video, 360 pictures, etc. There are other products out there (HappyInspector, SnapInspect, etc.) but they are probably too expensive and too much of a learning curve for a private Landlord.

I used to do all the inspections for hundreds of rentals. It eventually became impossible so I switched to a digital system and trained my employees to handle them all. It's been great!

Back when I did them all myself, I didn't need a checklist because I had developed a process that I followed every time. This saved on paperwork and cut down the inspection time to keep it manageable. Here's what I would do:

1. Take pictures of every wall, ceiling, floor, front/back of doors, cabinets open/closed, inside/outside of appliances, every window and screen, exterior of home, lawn, parking, etc. I would literally take 200 - 300 pictures on a single-family home to document everything but this is not a problem with digital cameras. It sounds like a lot but it would take less than 30 minutes on an average 3bed/2bath home.

2. Give the renter a printed move-in checklist and advise them to document what they find in order to protect themselves. Tell them to fill it out during their first week and return it to me so I can sign/date it and make a copy for their file.

When they move out, I would go back and take pictures of everything again. I would compare the pictures to the ones prior to move-in, look at their move-in checklist (if they even returned it) and then determine what to charge them for. I rarely charged tenants for something that was not documented with pictures. I used this process for about eight years and I would have maybe 3-4 renters a year (out of hundreds) that try to contest my charges. I share pictures showing proof of the issue and it always stops them in their tracks.

The key is documentation you can share with the renter or the court. Find a process that is quick and easy to ensure you don't miss it. Don't worry about fancy inspection software that costs an arm and a leg and has a steep learning curve.