On a computer? Scan with your iPhone camera.Detailed guide
What is a schedule of condition template?
A schedule of condition template is a structured room-by-room form for recording the visible state of a rental property at a particular time. It usually identifies the property and people involved, lists each room or area, records condition notes, and references supporting photos. In the United States, similar documents may be called a move-in checklist, condition report, or inspection form. The title does not determine legal effect; use the form and process required by the lease and local rules.
What is a rental condition report?
A rental condition report is a room-by-room record of visible property condition at a specific stage, commonly move-in or move-out. A useful report identifies the property, separates each room, describes observable conditions, and connects those descriptions to photos or other files. It helps people review the same organized baseline later, but it does not by itself determine responsibility, satisfy every local procedure, or guarantee an outcome in a deposit dispute.
What should the report include?
- Property address, unit, inspection stage, and date
- Every room and included exterior or storage area
- Wide overview photos before close-up detail photos
- Visible condition, exact location, and approximate extent
- Photo numbers or filenames linked to each written entry
- Maintenance items separated from ordinary documentation
- Tenant and landlord or agent names and signature fields
- Delivery method, sent date, and any reply or acknowledgment
If the landlord supplies a required condition form, complete and return that form according to its instructions. A personal report can supplement it; it should not silently replace a required document or deadline.
Where both parties review or sign the report, each should keep a complete copy with the same referenced photos. A signature can confirm receipt or review, but its legal effect depends on the form, lease, and applicable state or local rules.
How should photos connect to the report?
Use a stable pattern such as “Kitchen 001,” “Kitchen 002,” and “Bedroom 001.” Begin with room context, then photograph each issue from a medium distance and close up. Put the same identifier next to the written description. That connection is more useful than a folder of unexplained close-ups.
Kitchen — lower cabinet door left of sink — two-inch horizontal scratch near bottom edge — photos Kitchen 004 and Kitchen 005.
How should conditions be described?
Describe what is visible instead of guessing at cause or fault. “Brown discoloration on ceiling above the bedroom window” is more reviewable than “roof leak.” If something does not operate, record the action and result: “control panel did not illuminate when power button was pressed.”
How should the report be preserved and sent?
Keep the readable report, its related media, the landlord form, and the communication used to send them. Save a second copy in a destination you control. Separate urgent repair or safety requests from a large report so they are not buried. For local requirements, start with USAGov's state tenant-rights directory.
Use the move-in inspection checklist to create the original baseline, and the move-out checklist to create a comparable final record before returning access items.
If you are still planning the walkthrough, start with the free 24-item apartment inspection checklist and transfer the resulting room notes into this report.
Need the capture checklist first?
Work room by room before furniture or boxes cover the original condition.