Before the moving boxes cover the floors and walls, take a walk through the home together. Those few notes and photos can answer a lot of questions later.
On move-in day, everyone has something else to do. The resident is waiting for a truck; the owner is sorting keys. It’s tempting to tick “good condition” for each room and get on with the handoff.
A little more detail is worth the effort. Which window sticks? Was that mark already on the counter? Does a repair still need scheduling? A useful move-in report answers those questions and gives both sides the same starting record.
The home needs to be ready first
Complete the readiness review first: agreed work, access, utilities, required safety equipment and any issue affecting lawful occupancy. Use qualified professionals where needed. Do not ask the new resident to certify technical systems they cannot assess or to accept a hazardous condition through a checkbox.
Schedule the walkthrough while floors, walls and fixtures are visible. Identify the property, unit, inspection date, participants and report version. Start a separate task for each outstanding repair with an owner, access plan and follow-up date.
Write down details you’ll recognize later
A whole room rated “fair” leaves plenty of room for disagreement. Try a specific note instead: “Bedroom two: lower window latch does not engage. See photo B2-04; technician to inspect.” The location, observation, photograph and next step are all there.
- Living areas and bedrooms: visible finishes, doors, windows, storage and fixtures.
- Kitchen: cabinets, counters, visible plumbing and landlord-provided appliances.
- Bathrooms: fixtures, drainage observations, visible moisture and ventilation.
- Entry and exterior areas included with the rental: access devices, steps, railings and assigned spaces.
Take an overview of the room, then photograph anything that needs a closer look. Be clear about what you checked. Seeing an appliance in place is different from testing it, and an inaccessible item should be recorded that way. Keep personal belongings, identity documents and computer screens out of the photos.
Leave room for things the resident notices afterward
Share the report through a reliable channel and explain how to submit additional observations. Set a practical review period consistent with the lease and applicable rules; do not invent a universal statewide deadline. Preserve both the initial version and later additions, with dates and acknowledgments.
Some problems become obvious only when someone starts using the home. A closet door might catch after clothes are hung inside. Add that observation to the record, arrange a review and keep the result with the original room entry. The first walkthrough is a starting point, not a reason to dismiss a later report.
Photos don’t replace lease disclosures
Colorado's SB23-206 radon disclosure requirements concern information supplied before signing a residential lease, including known radon information and a state brochure. A move-in photo cannot substitute for required disclosures. Check current requirements and timing for the particular tenancy; the law also distinguishes remedies by lease duration after January 1, 2026.
Maintain a separate checklist for applicable disclosures and safety obligations. Store evidence of delivery with the lease records. If something was missed, determine the appropriate correction rather than backdating the report or asking the resident to acknowledge an event that did not happen.
Before you hand over the keys
Make sure the resident has a copy of the report, the repair contact and clear access instructions. Explain how to report an urgent issue. Keep following up on unfinished work, and save the completed record for the move-out comparison. Months from now, both sides should be able to find the same photograph and understand the same note.
