Why landlords need their own move-in checklist
Most move-in checklists are written for tenants. This one is for landlords — because the landlord's preparation is what determines whether move-in day goes smoothly. A landlord who has done their pre-move-in work correctly prevents 90% of the problems that generate conflict, liability, and bad reviews. Here's the complete checklist.
Two weeks before move-in · Confirm the unit will be fully ready (cleaned, repaired, painted) before move-in day — not the same day. · Send the tenant written move-in instructions: building access procedures, parking for the moving truck, elevator reservation process, contact information for move day. · Request Certificate of Insurance from the tenant's moving company if required. · Confirm COI lists your building/management company as additional insured.
· Confirm utilities are transferred to tenant's name or confirm what's landlord-provided. · Test all keys, fobs, gate codes, and remote access before providing them. · One week before move-in · Reserve the service elevator for the move-in window if applicable. · Confirm the parking area or loading dock is available and communicate any restrictions. · Complete or schedule pre-move-in inspection and document all room conditions with photos.
· Prepare and print the move-in condition checklist for tenant signature. · Move-in day · Be available by phone for the full move-in window — not just the start. · Meet the tenant (or have a representative meet them) for the documented walkthrough before any furniture enters. · Walk every room, note every pre-existing condition, photograph everything, have the tenant sign. · Confirm all utilities are active before you leave.
· Provide a physical copy of building rules, parking regulations, and emergency contacts. · Make a brief welcome gesture — it sets a tone that pays dividends over the tenancy. · After move-in · Send the signed move-in checklist to the tenant by email within 24 hours. · File your copy with dated photographs in the tenant's file. · Follow up at 4–8 hours to confirm no immediate maintenance issues.
· Note the elevator reservation cancellation if the building charges for a no-show.
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Most move-in checklists are written for tenants. This one is for landlords — because the landlord's preparation is what determines whether move-in day goes smoothly. A landlord who has done their pre-move-in work correctly prevents 90% of the problems that generate conflict, liability, and bad reviews. Here's the compl…