Checklist / template
Incoming (move-in) inspection checklist
An incoming (ingoing) inspection records the exact condition of a property on the day a tenant takes occupation, room by room, with dated photos and meter readings. It is the baseline you measure against at move-out, so it is the single most important document for defending — or limiting — deposit deductions later. This checklist is for agents and landlords who want a defensible, consistent record on every take-on.
For South African managing agents, rental agents and landlords conducting move-in inspections before handing over keys.
Before the inspection (set-up)
- Schedule the inspection jointly with the tenant and confirm in writing that both parties will attend.
- Confirm the signed lease and deposit are in place before keys are handed over.
- Bring a printed or digital condition report covering every room and a charged device for photos.
- Note that the Rental Housing Act requires a joint incoming inspection before occupation, with the landlord present.
- Record the inspection date, property address, tenant name and lease start date at the top of the report.
- Ensure the unit is clean, empty and ready so condition is recorded fairly, not against an unprepared property.
Photo and video evidence
- Photograph every room wide, then close up on any existing damage, marks, stains or wear.
- Capture date and time on each image so photos are timestamped and verifiable.
- Photograph the exterior, garden, boundary walls, gates and any parking bay or carport.
- Record a short walkthrough video as a backup to still photos.
- Store photos against the tenant and unit record so they are retrievable at move-out, not lost on a phone.
- Handle the tenant's personal information collected during the inspection in line with POPIA — keep it secure and use it only for the tenancy.
Meter readings and services
- Record the electricity meter reading (and prepaid meter number) with a clear photo.
- Record the water meter reading and note the municipal account or sub-meter reference.
- Record the gas meter or note bottled-gas levels where applicable.
- Note the geyser type, location and visible condition.
- Confirm which services are in the tenant's name versus the landlord's and capture account numbers.
- Test that electricity and water are connected and working at handover.
Room-by-room condition
- Inspect walls, ceilings, skirtings and paintwork in each room and note marks, cracks or damp.
- Inspect floors and carpets for stains, burns, scratches or lifting.
- Test every light fitting, switch and plug point and note any that do not work.
- Inspect windows, frames, handles, locks and burglar bars for damage or seizing.
- Inspect each door, handle, hinge and lock and confirm it opens and closes properly.
- Check curtains, blinds, rails and any fitted shelving for damage or missing parts.
Kitchen, bathrooms and fixtures
- Test all taps, mixers and drains in the kitchen and bathrooms for leaks and water pressure.
- Inspect the sink, basins, bath, shower, toilet and tiling for cracks, chips or staining.
- Test built-in appliances (stove, oven, extractor, dishwasher) and note condition and any faults.
- Check cupboards, doors, handles, runners and countertops for damage or missing parts.
- Confirm the geyser, isolator switch and any solar or heat-pump equipment work.
- Note the condition of grouting, silicone seals and any signs of mould or water damage.
Inventory, keys and fittings handed over
- List every key, remote, gate clicker, fob and access tag handed over, with quantities.
- Record any furniture, white goods or appliances supplied with the unit and their condition.
- Note pool, garden and irrigation equipment and who is responsible for upkeep.
- Confirm smoke alarms, fire equipment and any security/alarm system are present and tested.
- Photograph all handed-over items so the inventory is backed by evidence.
- Note any pre-existing defects the landlord has agreed to repair, with a target date.
Sign-off and storage
- Walk through the completed report with the tenant and agree every noted defect before signing.
- Have both the tenant and the agent or landlord sign and date the report.
- Give the tenant a copy of the signed report and all photos.
- File the signed report, photos and meter readings against the lease so they are ready for the outgoing inspection.
- Record that, where no incoming inspection is held, the property is presumed to have been in good condition — making this report the landlord's protection.
- Set a reminder to repeat the same checklist at move-out and compare against this baseline.
Run this same checklist again at move-out and compare side by side — the incoming report only protects you if the outgoing one mirrors it.
A practical operational checklist, not legal, financial or tax advice — adapt it to your scheme/agency and seek professional advice where needed.