Move-In / Move-Out Inspection Checklist for Word
Most security deposit disputes come down to one question: what did the unit look like on day one? This checklist answers it. Landlord and tenant walk the unit together at move-in, pick a condition for every item and add notes and photos; at move-out they repeat it in the next column. Anything worse than normal wear becomes a line in the itemized deduction table. It is a finished three-page example for a fictional one-bedroom apartment.
- Pages:
- 3
- Works with:
- Word for Microsoft 365, Word 2016 or later, Word for Mac (Word for the web can fill in fields)
- Updated:
Move-In Move-Out Inspection Checklist.docx
Free to download. No sign-up needed. No macros.
What you can do with it
- Property and tenancy block with lease and inspection date pickers and the deposit amount
- Room-by-room tables (living room, kitchen, bathroom, bedroom) with move-in and move-out condition dropdowns side by side
- Itemized damage deduction table with photo references and a deposit summary with refund date and method
- Condition key callout, a callout on deposit return deadlines, and signatures at move-in and move-out
What's inside
The document has 3 pages. Each part below is a heading in the file, so you can jump to it from the Navigation Pane (View > Navigation Pane).
| Part | What it covers | What you write |
|---|---|---|
| Property block | Which unit, who, and the key dates | Address, landlord, tenants, lease start, inspection dates, deposit, photo location |
| 1–4. Rooms | Condition of every item at both inspections | Move-in and move-out condition and notes per item |
| 5. Damage and deductions | What is charged and why | Item, work needed, photo, charge; deposit summary |
| 6. Signatures | Agreement at move-in and record at move-out | Tenant and landlord signatures and dates; tenant comments |
Before you start
- Do the move-in inspection before the tenant moves furniture in, in daylight.
- Agree on where photos are stored and name them so each matches a line (for example IMG_0412).
- Check your state or local rules for deposit deadlines and what counts as normal wear and tear.
Step-by-step guide
Fill in the property block
Type the address, landlord and tenants, pick the lease start and inspection dates, and enter the deposit and photo location.
Adjust the rooms
Rename or copy room tables to match the unit (copy a Heading 1 and its table for a second bedroom). Delete rows for items the unit lacks or mark them N/A.
Inspect at move-in
Walk the unit together. Pick a move-in condition for every item and describe any existing wear precisely. Both sign the move-in signatures.
Inspect at move-out
Repeat in the move-out columns, using the same item names and photo angles.
Itemize deductions
For each item worse than normal wear, add a deduction line with the work needed, photo and cost, and update the total and refund.
Send the statement
Pick the refund date and method, have both parties sign the move-out section, and send a copy before your legal deadline.
Field and control map
Every content control and field in the document, in the order they appear. Gray-boxed fields in Word are the content controls.
| Name | Type | Where | Value in the sample |
|---|---|---|---|
| Property address header | Text | Header | 418 Maple Court, Unit 3B |
| Property address | Text | Body | 418 Maple Court, Unit 3B, Riverton |
| Landlord | Text | Body | Maple Court Properties LLC |
| Tenants | Text | Body | Chris and Jamie Novak |
| Lease start | Date picker | Body | November 1, 2025 |
| Move-in inspection | Date picker | Body | October 31, 2025 |
| Move-out inspection | Date picker | Body | October 31, 2026 |
| Deposit | Text | Body | $1,800 |
| Photo location | Text | Body | Shared folder "Unit 3B 2025-26" |
| Move-in condition | Dropdown | Body | 24 fields: Good, Fair (Good / Fair / Poor / Damaged / Missing / N/A) |
| Move-out condition | Dropdown | Body | 24 fields: Fair, Poor, Good … (Good / Fair / Poor / Damaged / Missing / N/A) |
| Refund date | Date picker | Body | November 14, 2026 |
| Refund method | Dropdown | Body | Bank transfer (Check / Bank transfer / Other) |
| Tenant signer | Text | Body | 2 fields: Chris Novak |
| Move-in signed | Date picker | Body | 2 fields: October 31, 2025 |
| Landlord signer | Text | Body | 2 fields: Dana Ruiz, Property Manager |
| Tenant comments | Text | Body | Optional |
| Move-out signed | Date picker | Body | 2 fields: October 31, 2026 |
{ PAGE } | Field | Footer | 1 |
{ NUMPAGES } | Field | Footer | 3 |
{ SEQ Table \* ARABIC } | Field | Body | 1 |
Every field, control and style, explained
The code in each card is read straight from the .docx file (the XML Word stores, or the field code you see with Alt+F9), so it is exactly what the template contains.
<w:lvl w:ilvl="0">
<w:start w:val="1"/>
<w:numFmt w:val="decimal"/>
<w:pStyle w:val="Heading1"/>
<w:lvlText w:val="%1."/>
<w:lvlJc w:val="left"/>
<w:pPr>
<w:ind w:left="440" w:hanging="440"/>
</w:pPr>
</w:lvl>
<w:lvl w:ilvl="1">
<w:start w:val="1"/>
<w:numFmt w:val="decimal"/>
<w:pStyle w:val="Heading2"/>
<w:lvlText w:val="%1.%2"/>
<w:lvlJc w:val="left"/>
<w:pPr>
<w:ind w:left="660" w:hanging="660"/>
</w:pPr>
</w:lvl>The section numbers (1., 2., 6.1 …) are not typed. A multilevel list is linked to the Heading 1 and Heading 2 styles, so any paragraph you set to Heading 1 gets the next number and the table of contents picks it up.
Piece by piece
<w:pStyle w:val="Heading1"/>- Links list level 1 to the Heading 1 style (level 2 to Heading 2).
<w:lvlText w:val="%1."/>- Level 1 shows its counter and a period: 1., 2., 3.
<w:lvlText w:val="%1.%2"/>- Level 2 shows the parent number, a period and its own counter: 6.1, 6.2.
<w:ind w:left="440" w:hanging="440"/>- Hanging indent so wrapped heading text lines up after the number.
In the sample: 1. Entry and living room, 2. Kitchen, 3. Bathroom … (7 headings)
How it is used: To add a section, type the heading, then pick Heading 1 (Ctrl+Alt+1) or Heading 2 (Ctrl+Alt+2) on the Home tab. Numbers after it update by themselves.
How to change it: Home > Multilevel List > Define New Multilevel List to change the format (for example "Section 1"). Keep "Link level to style" set to Heading 1 and Heading 2.
Learn this: How to Plan and Structure Long Documents in Word: Outline View and Multilevel Numbering →Page { PAGE } of { NUMPAGES }The footer counts pages with two fields: PAGE is the current page and NUMPAGES is the total. Both recalculate when the document is printed, saved as PDF or scrolled in Print Layout.
Piece by piece
PAGE- The number of the page the field sits on.
NUMPAGES- The total number of pages in the document.
In the sample: Page 1 of 3 on the first page
How it is used: Nothing to do: add or delete pages and the numbers follow.
How to change it: Double-click the footer to edit the text around the fields. Insert > Page Number > Format Page Numbers sets the starting number.
Learn this: How to Set Up Pages in Word: Margins, Breaks, Headers, Footers, and Page Numbers →{ SEQ Table \* ARABIC }Each table caption uses a SEQ field that counts tables in order. Insert a new captioned table in the middle and every later caption renumbers.
Piece by piece
SEQ Table- A counter named "Table". Every SEQ Table field adds 1.
\* ARABIC- Show the counter as 1, 2, 3.
In the sample: 1 caption(s): Table 1
How it is used: Captions are what a "see Table 2" cross-reference points to (References > Cross-reference).
How to change it: References > Insert Caption adds a new one. If numbers look stale, press Ctrl+A then F9 to update all fields.
Learn this: How to Add a Table of Contents, Captions, and Cross-References in Word →<w:sdtPr>
<w:alias w:val="Property address"/>
<w:tag w:val="property_address"/>
<w:text/>
</w:sdtPr>Names, numbers and other details people change every time are plain text content controls. Click one and type: the text replaces the sample, keeps the formatting, and the field still shows its name when selected.
Piece by piece
<w:alias w:val="…"/>- The title shown on the control’s tab when you click it.
<w:tag w:val="…"/>- A machine-readable name, useful for mail merge or code.
<w:text/>- Plain text: one line, one format, so pasted text cannot break the layout.
<w:showingPlcHdr/>- Present when the field shows gray placeholder text instead of a value.
In the sample: Property address = 418 Maple Court, Unit 3B, Riverton
How it is used: 11 in this template: Property address header, Property address, Landlord, Tenants, Deposit, Photo location, Tenant signer, Landlord signer, Tenant comments. Use Developer > Design Mode to see every control at once, or the Selection Pane to jump between them.
How to change it: Developer > Properties changes the title, tag and placeholder. To show the Developer tab: File > Options > Customize Ribbon > Developer.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:sdtPr>
<w:alias w:val="Lease start"/>
<w:tag w:val="lease_start"/>
<w:date w:fullDate="2025-11-01T00:00:00Z">
<w:dateFormat w:val="MMMM d, yyyy"/>
<w:lid w:val="en-US"/>
<w:storeMappedDataAs w:val="dateTime"/>
<w:calendar w:val="gregorian"/>
</w:date>
</w:sdtPr>Dates are date picker content controls: click the arrow to pick from a calendar, or type a date in any format and Word shows it as "November 2, 2026".
Piece by piece
w:fullDate- The stored date, independent of how it is shown.
<w:dateFormat w:val="MMMM d, yyyy"/>- Display format: full month name, day, four-digit year.
<w:lid w:val="en-US"/>- Language used for month names.
<w:storeMappedDataAs w:val="dateTime"/>- Stores a real date value if the control is mapped to data.
In the sample: Lease start = November 1, 2025
How it is used: 8 in this template: Lease start, Move-in inspection, Move-out inspection, Refund date, Move-in signed, Move-out signed. Pick the date from the calendar so every date in the document has the same format.
How to change it: Developer > Properties > Display the date like this, for example d MMMM yyyy or yyyy-MM-dd.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:sdtPr>
<w:alias w:val="Move-in condition"/>
<w:tag w:val="move_in_condition"/>
<w:dropDownList>
<w:listItem w:displayText="Good" w:value="Good"/>
<w:listItem w:displayText="Fair" w:value="Fair"/>
<w:listItem w:displayText="Poor" w:value="Poor"/>
<w:listItem w:displayText="Damaged" w:value="Damaged"/>
<w:listItem w:displayText="Missing" w:value="Missing"/>
<w:listItem w:displayText="N/A" w:value="N/A"/>
</w:dropDownList>
</w:sdtPr>Fields with a fixed set of answers are dropdown list content controls, so everyone uses the same words (useful when you search or count documents later).
Piece by piece
<w:dropDownList>- A list the reader must pick from (no free typing).
<w:listItem w:displayText="…" w:value="…"/>- One choice: the text shown and the value stored.
In the sample: Move-in condition = Good (Good / Fair / Poor / Damaged / Missing / N/A)
How it is used: 49 in this template: Move-in condition, Move-out condition, Refund method. Click the field and choose from the list.
How to change it: Developer > Properties > Add, Modify or Remove choices. Use a Combo Box instead if people need to type their own answer.
Learn this: How to Create Fillable Forms with Content Controls in Word →<w:style w:type="paragraph" w:styleId="Callout">
<w:name w:val="Callout"/>
<w:basedOn w:val="Normal"/>
<w:pPr>
<w:pBdr>
<w:left w:val="single" w:color="F2A93B" w:sz="24" w:space="8"/>
</w:pBdr>
<w:shd w:fill="EEF2F8" w:color="auto" w:val="clear"/>
<w:spacing w:after="160" w:before="120"/>
<w:ind w:left="180" w:right="180"/>
</w:pPr>
<w:rPr>
<w:sz w:val="21"/>
</w:rPr>
</w:style>Notes and warnings use a paragraph style named Callout: tinted background, amber bar on the left, indented on both sides. Because it is a style, every callout matches and you can restyle them all at once.
Piece by piece
<w:shd w:fill="EEF2F8"/>- Light blue-gray background.
<w:left w:val="single" w:sz="24" w:color="F2A93B"/>- Amber bar, 3 pt wide, on the left edge.
<w:ind w:left="180" w:right="180"/>- Indented 1/8 inch on each side.
In the sample: Used for the notes, tips and warnings in the body.
How it is used: Put the cursor in a paragraph and pick Callout in the Styles gallery.
How to change it: Right-click Callout in the Styles gallery > Modify > Format > Border or Shading. All callouts change together.
Learn this: How to Use Styles and the Navigation Pane in Word →<w:trPr>
<w:cantSplit/>
<w:tblHeader/>
</w:trPr>Header rows are marked to repeat at the top of each page when a table breaks, and rows are set not to split across pages, so a long table stays readable when printed.
Piece by piece
<w:tblHeader/>- Repeat this row at the top of each page.
<w:cantSplit/>- Keep each row on one page.
In the sample: 5 of 9 tables repeat their header row
How it is used: Add rows with Tab in the last cell; the header keeps repeating.
How to change it: Click in the header row > Table Layout > Repeat Header Rows. Short tables are also set to keep with the next paragraph so they do not split.
Learn this: How to Build and Format Tables That Read Well in Word →<w:style w:type="paragraph" w:styleId="Guidance">
<w:name w:val="Guidance"/>
<w:basedOn w:val="Normal"/>
<w:pPr>
<w:spacing w:after="100"/>
</w:pPr>
<w:rPr>
<w:i/>
<w:iCs/>
<w:color w:val="6B7280"/>
<w:sz w:val="19"/>
</w:rPr>
</w:style>Instructions for whoever fills in the template use a Guidance style (gray italics). Delete them before you send the document; with a style, Find and Replace can remove them all at once.
Piece by piece
<w:i/>- Italic.
<w:color w:val="6B7280"/>- Gray text.
In the sample: One note under the title block.
How it is used: Home > Replace > More > Format > Style > Guidance finds every note.
How to change it: Right-click Guidance in the Styles gallery > Modify.
Learn this: How to Use Styles and the Navigation Pane in Word →Tips and limits
- Normal wear and tear (faded paint, light carpet wear) cannot be charged; damage (burns, holes, stains) can.
- Condition is a dropdown so the same six words are used at both inspections, which makes comparisons hard to dispute.
- Write measurements in notes ("2-inch scratch") rather than adjectives ("small scratch").
- Keep photos with timestamps; attach them or store them where both parties can see them.
- Deposit rules vary by state and city. This template is not legal advice.
Learn the skills behind this template
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