What to Include in a Move-In/Move-Out Checklist for Crestview Rental Properties

Managing a rental property in Crestview, Florida involves more than just collecting rent—it’s about protecting your investment, maintaining property condition, and documenting everything. One of the most powerful tools you have at your disposal is a thorough move-in/move-out checklist.

At Kuntz Property Group, we work with local landlords to streamline property management, and one of our top recommendations is to standardize the inspection process at every tenant transition. Whether you manage one rental or a portfolio of properties, this guide will help you understand what to include, how to document, and why a checklist is vital for landlord protection and tenant transparency.

Why You Need a Move-In/Move-Out Checklist

A move-in/move-out checklist is more than a piece of paper—it’s a legal safeguard and a communication tool. Here's what it accomplishes:

• ✅ Sets expectations for tenants at move-in

• ✅ Documents the property’s condition before and after tenancy

• ✅ Minimizes disputes over security deposits

• ✅ Helps track maintenance needs over time

• ✅ Protects both landlord and tenant

Florida landlords are governed by Florida Statute 83.49, which outlines security deposit return rules. A detailed checklist provides the proof you need in the event of a disagreement.

When to Use a Move-In/Move-Out Checklist

• 🔑 Before a tenant moves in: Conduct a walkthrough, ideally with the tenant present, and have both parties sign the checklist.

• 📦 When the tenant moves out: Perform the same inspection and compare it to the original documentation.

We recommend using a digital checklist with photo/video backup for maximum clarity. There are several apps and platforms—like RentCheck or ZInspector—that make this process easier and more legally secure.

Essential Elements of a Move-In/Move-Out Checklist

Here’s what Crestview landlords should include in a comprehensive rental inspection checklist:

1. General Property Info

Start with identifying details:

• Property address

• Tenant name(s)

• Move-in date / Move-out date

• Landlord or property manager name

• Inspection date(s)

• Signature lines for both parties

📌 Pro Tip from Kuntz Property Group: Use a checklist template for every property to keep records consistent across your portfolio.

2. Room-by-Room Condition Breakdown

For each room, include the following inspection points. Each item should be rated as:

• Excellent

• Good

• Fair

• Damaged

• Missing

• Needs Cleaning

Also, include a notes section for details and attach photos with timestamps.

🏠 Entryway & Doors

• Lock functionality

• Door frame condition

• Weather stripping

• Exterior/interior paint

• Doorbell/knocker

• Smart locks or keypad (if installed)

🛋 Living Room

• Flooring (carpet, tile, laminate)

• Walls and paint

• Baseboards

• Windows and screens

• Light fixtures and switches

• Smoke detectors

🍽 Kitchen

• Appliances (fridge, oven, microwave, dishwasher)

• Cabinet condition

• Countertops

• Sink and faucet (check for leaks)

• Garbage disposal

• Backsplash and wall cleanliness

• Vent hood or range fan

• Flooring

🛏 Bedrooms

• Closet doors and shelves

• Carpet or flooring condition

• Ceiling fans

• Windows and locks

• Smoke detectors

🛁 Bathrooms

• Toilet functionality

• Sink and vanity

• Shower/tub

• Mirrors and lighting

• Exhaust fan

• Caulking and grout condition

🧺 Laundry Area (if applicable)

• Washer/dryer (test them)

• Ventilation

• Water hookups

🌴 Exterior / Outdoor Areas

• Landscaping condition

• Lawn mowing/weed control

• Driveway and sidewalks

• Fencing and gates

• Garage door and remote

• Patio or deck condition

• Outdoor lighting

• Pest control presence

3. Utilities and Systems

• Air conditioning / HVAC operation

• Thermostat functionality

• Water heater

• Breaker box (labeling and accessibility)

• Smoke and carbon monoxide detectors

• Sprinkler systems

• Security system (if applicable)

🌡 Need to educate tenants about AC use in Florida? Add a link to a guide like Energy.gov’s Home Cooling Tips for best practices.

4. Cleanliness & Sanitation

At both move-in and move-out, document:

• Trash removal

• Appliance cleanliness

• Wall marks or scuffs

• Stains or odors

• Pet damage or residue

• Mold or mildew signs

How to Conduct the Inspection Professionally

Conducting a fair and thorough inspection can help reduce disputes and foster trust with your tenants. Here’s how to do it right:

✔️ Schedule the inspection with the tenant present.

This allows tenants to ask questions, explain minor damages, or contest existing marks.

✔️ Take detailed photos and videos.

Capture close-ups and wide angles. Save everything in cloud storage with the date labeled clearly.

✔️ Use digital signatures.

Platforms like DocuSign or HelloSign ensure a paperless and secure process.

Common Issues Found During Move-Out Inspections

Crestview landlords often encounter these move-out problems:

• Wall damage from mounted TVs or picture frames

• Carpet stains or pet odors

• Appliance grime or food spills

• Trash or abandoned furniture

• Unpaid utility balances

Having a clear checklist helps you itemize deductions from the security deposit fairly and legally. For more on proper deposit handling, check out Florida’s Security Deposit Law.

Don’t Forget to Include These Final Items

• 🔄 Key return and number of keys

• 🧯 Smoke detector and fire extinguisher check

• 📦 Forwarding address from tenant

• 📋 Final utility meter readings (water, electric, gas)

• 📧 Contact method for deposit communication

How Kuntz Property Group Can Help

Our team at Kuntz Property Group handles move-in and move-out inspections for all our managed properties. We:

• Conduct thorough, photo-documented walkthroughs

• Create and maintain digital inspection records

• Ensure Florida law compliance

• Handle security deposit deductions and communication

As a Crestview-based property management company, we understand what local landlords face and have systems in place to protect your property at every step.

📊 Get a free rental analysis and property management consultation here!

Final Thoughts

A well-crafted move-in/move-out checklist is a simple but critical component of successful rental management in Crestview. It protects you from legal issues, helps ensure fair treatment of tenants, and provides essential documentation for deposit deductions.

By using a consistent, room-by-room checklist backed by photos and signatures, you’ll save time, avoid disputes, and maintain your property’s value over time.