Standard Operating Procedure: Apartment Move-In/Move-Out Inspection

This document establishes the standardized protocol for conducting a comprehensive inspection of an apartment unit. The purpose of this inspection is to accurately document the physical condition of the property to protect the interests of both the property manager and the resident, facilitate fair security deposit reconciliation, and identify necessary maintenance repairs. All inspections must be completed thoroughly, using objective language, and supported by high-resolution photographic evidence.

Phase 1: Preparation and Safety

• Ensure you have the following tools: Smartphone/Camera, Clipboard, Printed Inspection Form, Pen, Flashlight, and a GFCI Outlet Tester.
• Notify the resident 24-48 hours in advance (if applicable).
• Test all entry keys and fob access to ensure they are functional.
• Document the date, time, and current weather conditions at the start of the inspection.

Phase 2: Interior Inspection Checklist

Living Room & Bedrooms

• Walls/Ceilings: Inspect for cracks, water stains, nail holes, or peeling paint.
• Flooring: Check for scratches, carpet stains, burn marks, or loose floorboards.
• Windows: Ensure they open/close smoothly, locks engage, and screens are intact.
• Electrical: Test all wall outlets and ensure light switches are functional.
• Doors: Check for proper latching, damage to the frame, and hardware functionality.

Kitchen & Dining Area

• Appliances: Test the refrigerator (cooling), stove (all burners), oven, and dishwasher.
• Plumbing: Check under the sink for active leaks or signs of water damage; verify water pressure.
• Cabinetry: Inspect drawers for smooth operation and ensure shelving is secure.
• Countertops: Look for chips, burn marks, or staining.

Bathrooms

• Toilet: Flush to ensure proper drainage and test the stability of the seat/base.
• Shower/Tub: Check for mold, mildew, grout condition, and faucet functionality.
• Ventilation: Turn on the exhaust fan to confirm it effectively clears air.
• Sink: Check the drain stopper and inspect for plumbing leaks in the vanity cabinet.

Safety & Systems

• Smoke/CO Detectors: Test every unit; ensure they are mounted and batteries are fresh.
• HVAC: Change air filter; test heating and cooling cycles to verify temperature change.
• Fire Extinguisher: Check expiration date and gauge pressure.

Pro Tips & Pitfalls

• Pro Tip: Always photograph existing damage before touching it. If there is a stain on a carpet, place a coin next to it for scale in the photo.
• Pro Tip: Use the "Three-Light" rule: turn on all lights, open all blinds, and use your flashlight to inspect dark corners and under cabinets.
• Pitfall: Do not use vague terms like "Dirty" or "Bad." Use objective descriptions like "Visible grease buildup on stove hood" or "Three-inch vertical crack in bedroom drywall."
• Pitfall: Never skip the "behind the door" areas. Damage is frequently hidden behind entry doors or inside bedroom closets.

Frequently Asked Questions

Q: Should the tenant be present during the inspection? A: Ideally, yes. Conducting a joint inspection minimizes disputes regarding the condition of the unit and allows the tenant to sign off on the findings in real-time.

Q: How should I handle an item that is broken but still functional? A: Note it as "Functional with cosmetic defect." Document the exact nature of the defect so it is not later attributed to the current resident’s move-in term.

Q: What is the most common area managers overlook during inspections? A: The interior of appliances and the condition of HVAC filter housings. Managers often assume appliances work, only to find a broken dishwasher or a severely clogged filter after the resident has moved in.