Move-in inspection form template
Record a rental’s condition on the day the tenant moves in, room by room, so the deposit or bond conversation at move-out starts from facts.
18 questions · about 15 min · logic · file upload · e-signature
- No sign-up to start
- Unlimited responses on Free
Property address
Tenant name(s)
Everyone on the lease.
Tenant’s email, for their copy
Where the tenant’s copy of this report goes.
Landlord, agent or property manager
Date of this inspection
What you get back
Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.
From PulseFormCreator
Subject New response to Move-in inspection
- Property address
- Unit 4, 18 Rosella Street, Brunswick VIC 3056, Australia
- Tenant name(s)
- Leila Haddad and Sam Nguyen
- Tenant’s email, for their copy
- leila.haddad@example.com
- Landlord, agent or property manager
- Harbour Property Management
- Date of this inspection
- 2026-09-19
- Living and dining areas
- Walls and ceiling: Good; Floor or carpet: Needs cleaning; Doors and locks: Good; Windows, screens and blinds: Good; Lights and power points: Good
and 9 more answers
| submitted_at | Property address | Tenant name(s) | Tenant’s email, for their copy | Landlord, agent or property manager | Date of this inspection |
|---|---|---|---|---|---|
| 2026-09-22T09:41:00.000Z | Unit 4, 18 Rosella Street, Brunswick VIC 3056, Australia | Leila Haddad and Sam Nguyen | leila.haddad@example.com | Harbour Property Management | 2026-09-19 |
The first 6 of 63 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.
What this form asks, and why
The last column shows how many of the 12 real move-in inspection forms we read ask the same thing.
| Question | Why it is there | Real forms |
|---|---|---|
| Property address Required | On 10 of 12 forms. Include the unit number in a block of flats. | 10 of 12 forms |
| Tenant name(s) Required | Everyone on the lease, in one box. | 9 of 12 forms |
| Tenant’s email, for their copy | Where the tenant’s own copy goes. Optional, for an agent who sends copies another way. | Our own recommendation |
| Landlord, agent or property manager | Who the tenant deals with, named on 6 of 12 forms. | 6 of 12 forms |
| Date of this inspection Required | The day the condition was seen, which may not be the day the lease began. | 7 of 12 forms |
| Living and dining areas Required | Every form we read goes room by room, item by item: 12 of 12 forms. | 12 of 12 forms |
| Kitchen Required | Appliances are on 12 of 12 forms; mark the fridge N/A when none is supplied. | 12 of 12 forms |
| Bathroom and toilet Required | The exhaust fan row is where damp shows; NSW’s form asks about mould and damp. | 12 of 12 forms |
| Bedrooms Required | One grid for all bedrooms; the notes say which one. | 12 of 12 forms |
| Laundry, outside and parking Required | Laundry, garden, fences and parking in one grid. | 9 of 12 forms |
| Safety and services Required | Smoke alarms are on 11 of 12 forms. Press the test button as you go. | 11 of 12 forms |
| Keys, remotes and fobs handed over | A count, so nobody argues about the second garage remote later. | 5 of 12 forms |
| Describe everything that is not Good Required Only when “Living and dining areas” is needs_cleaning or damaged_or_not_working or “Kitchen” is needs_cleaning or damaged_or_not_working or “Bathroom and toilet” is needs_cleaning or damaged_or_not_working or “Bedrooms” is needs_cleaning or damaged_or_not_working or “Laundry, outside and parking” is needs_cleaning or damaged_or_not_working or “Safety and services” is needs_cleaning or damaged_or_not_working | Opens once any item is not Good. Size and place are what the move-out inspection compares. | 2 of 12 forms |
| Photos of the problems Only when “Living and dining areas” is needs_cleaning or damaged_or_not_working or “Kitchen” is needs_cleaning or damaged_or_not_working or “Bathroom and toilet” is needs_cleaning or damaged_or_not_working or “Bedrooms” is needs_cleaning or damaged_or_not_working or “Laundry, outside and parking” is needs_cleaning or damaged_or_not_working or “Safety and services” is needs_cleaning or damaged_or_not_working | One upload holds one file, so put several dated photos in one PDF of up to 10 MB. | 5 of 12 forms |
| Anything the tenant disagrees with or wants to add? | The tenant’s say, which 8 of 12 forms record. | 8 of 12 forms |
| Agreement Required | What both signatures mean: the record is accurate except where noted. | Our own recommendation |
| Tenant’s signature Required | On every form we read. | 12 of 12 forms |
| Landlord’s or agent’s signature | Optional, for when the tenant fills it in alone and returns it. | 12 of 12 forms |
What we left out
- A cost-to-correct column. 2 of 12 forms have one. Charges belong at move-out: the Move-out preset asks once, with amounts.
- Meter readings. Only the ACT form asks. Add a number question if you bill water or gas.
- “A blank means fine”. One US manager treats a blank item as agreement. Every item here needs an answer instead.
What 12 real move-in inspection forms ask
In September 2026 we read 12 move-in inspection forms that organisations use today (US 7, Australia 5) and recorded every field. This is how often each one appears. It is part of the Form Field Index.
The 12 forms we read
- US Department of Housing and Urban Development · federal housing agency (form for HUD multifamily owners, Handbook 4350.3 Appendix 5), US
- Colorado Department of Health Care Policy and Financing · state agency (housing transition programme attachment), US
- Maryland Department of Housing and Community Development · state housing agency (Section 811 programme form), US
- Bay Property Management Group · property manager, US
- Arizona Metropolitan Realty & Management · property manager (Arizona Association of REALTORS form), US
- My Townhome (Charlotte, NC) · property manager (North Carolina Association of REALTORS Standard Form 415), US
- Griswold Real Estate Management · property manager (California Apartment Association form 16.0), US
- ACT Revenue Office · territory government (rental bonds), Australia
- Consumer Affairs Victoria · state regulator (prescribed form, Residential Tenancies Regulations 2021 r 18), Australia
- Residential Tenancies Authority (Queensland) · state tenancy authority (prescribed Form 1a), Australia
- NSW Fair Trading · state regulator (Residential Tenancies Regulation 2019, Schedule 2), Australia
- Consumer Protection WA (Department of Energy, Mines, Industry Regulation and Safety) · state regulator (prescribed Form 1, Residential Tenancies Act 1987), Australia
How the form changes as people answer
Most people see a shorter form. These questions and screens only appear when an answer calls for them.
-
When “Living and dining areas” is needs_cleaning or damaged_or_not_working or “Kitchen” is needs_cleaning or damaged_or_not_working or “Bathroom and toilet” is needs_cleaning or damaged_or_not_working or “Bedrooms” is needs_cleaning or damaged_or_not_working or “Laundry, outside and parking” is needs_cleaning or damaged_or_not_working or “Safety and services” is needs_cleaning or damaged_or_not_working
shows “Describe everything that is not Good”, “Photos of the problems”
Make it yours
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Match your rooms
Duplicate the Bedrooms question for a second bathroom or a study, and rename it.
-
Your agency filled in
Add ?landlord_name=Harbour Property Management to the link and that question fills itself in.
-
Nothing lost halfway round
Save respondents’ progress on their device is on in Settings → Responses, so a long walk-through survives a closed tab.
Good practice and the law
This is general information, not legal advice. Rules differ by country and state, so check anything important where you operate.
- Australia
In Victoria renters fill in, sign and date the report within 5 business days of moving in; a repair it lists is written notice to the rental provider. Consumer Affairs Victoria, condition report
- Australia
In NSW a condition report is needed whether or not a bond is paid, and photos do not replace written descriptions. NSW condition report, Residential Tenancies Regulation 2019
- US
In HUD-assisted housing the owner or agent and the tenant inspect the unit together at move-in and move-out. HUD Handbook 4350.3, Appendix 5
Questions about this template
Should the tenant or the landlord fill it in?
On the Victorian and NSW forms the landlord or agent fills it in first, then the tenant adds agreement or comments. Here you can do both together on one phone.
How does the tenant get a copy?
From the email they give on the form. On Pro, Email the respondent sends them their answers; on Free, forward your Email me notification.
How do I compare move-in with move-out?
Pick “Move-out” above the preview for the second visit. The room grids are identical, so each item’s rating sits side by side in the two exports.
How long should we keep the report?
Until the deposit or bond is settled, at the least. Export it to CSV or Excel for the tenancy file.
Which form do you need?
The move-in inspection form is one of the inspection, report & evaluation forms. If it is not quite the job, one of these may be.
- Rental application form template
Before the lease: screening the people who want to rent.
- Maintenance request form template
During the tenancy, when something breaks.
- Roof inspection report template
For a professional’s report on the roof alone.
Start with the move-in inspection form template
Open it in the editor, match the rooms to the property and walk through it with the tenant.
Updated 22 September 2026. Evidence read September 2026 from 12 real forms.