Move-in photo checklist: a room-by-room record you can find later
A practical rental photo checklist. Keep room names, dates, original filenames and notes together without installing an app.
A close-up of a scratched wall is easier to use when you also know which room it belongs to, when you photographed it, and where the original file is. This checklist helps you assemble that record during a move-in walkthrough.
I develop Lease Log: Rent Tracker, an iPhone app for rental records. The checklist below works independently of the app. It helps organize your photographs; it is not an official inspection form or legal advice.
Before you start
Use a short label for the property and a consistent name for each room: “bedroom 1 — street side” is easier to distinguish from “bedroom 2 — courtyard side” than two folders called “bedroom.” Create a folder or album for the move-in photos and keep any supplied inventory or condition report alongside your notes.
Taking photographs during an initial inspection is recommended by New Zealand Tenancy Services. NSW Fair Trading describes recording condition room by room and adding dated photographs. Those sources also explain their local formal processes. Use the appropriate local guidance for any required report or deadline.
Walk through one room at a time
For each room, take a wider view that establishes the location, then photograph individual details you want to record. Add a brief note while you can still see the item. Work through this list in an order that matches your apartment; skip what is absent and add what is missing.
| Area | Photo prompts | Context to write down |
|---|---|---|
| Entrance and hall | Room overview, door surfaces, floor and trim | Which door or section of hallway |
| Living room and bedrooms | Each wall, floor, ceiling, windows and closet interiors | A consistent room name and the location of each detail |
| Kitchen | Counters, sink, cabinet fronts and interiors, included appliances | Which cabinet, appliance or surface is pictured |
| Bathroom | Basin, bath or shower, toilet exterior, tiles and visible fittings | The side or corner shown; visible marks or missing pieces |
| Included furniture | Whole item and closer views of details | Item name, room and accessories present |
| Storage and outdoor areas | Accessible storage, balcony or other included space | The space's name and which part belongs to the rental |
| Meters, if accessible | Meter identifier and readable display | Meter type, reading and the date you recorded it |
This is a photo checklist, not a test of whether equipment is safe or working. Keep observations concrete: “chip on the front edge of the kitchen counter” tells a reader more than “kitchen damaged.” If you did not check something, write “not checked” rather than guessing.
Match every note to its photograph
For each photo, write down these details in a private note or document:
| Column | What to enter |
|---|---|
| Room | The same room name used in your folder or notes |
| Area or item | A specific surface, fitting or object |
| Capture date | The date the photograph was taken; note any uncertainty |
| Original filename | The matching image's filename, such as IMG_1042.HEIC |
| Notes | What you can see and which wider photo gives it context |
| Follow-up | A question or next step, if needed |
| Follow-up date | When you completed that step, if applicable |
For example, a fictional entry could read:
Kitchen · counter beside sink · 2026-09-22 · IMG_1042.HEIC · Small chip on front edge; wider view is IMG_1041.HEIC · Ask which maintenance contact to use · [blank]
Keep the original filenames in your note even if you make separate labelled copies for sharing. If you add an older photograph, check its date instead of using the day you added it to the folder.
Finish with a retrieval check
Before putting the record away, pick one row and open its matching photo. Check that the date, room and note make sense together. Repeat for any detail that needs follow-up.
Keep a recoverable copy of both the original photos and your notes. When sharing a selection, include the relevant notes and check which delivery method the recipient wants. Avoid a public album link for a private rental record.
Prefer to keep the record in an iPhone app?
Lease Log keeps walkthrough photos, maintenance notes and payment records together for one tenancy. Capture, records, and manual backup are free. Complete PDF generation and export are an optional $4.99 one-time purchase in the US, with no subscription; prices vary by territory. It requires iPhone with iOS 26 or later.
You can use the checklist without buying anything. If an app suits your workflow, start a free rental notebook on the App Store.