Move-in documentation is the single most important thing you can do to protect your security deposit. A landlord who knows you have detailed, timestamped photos from day one is far less likely to invent charges at move-out. And if they try, you win in court. This guide walks you through exactly what to capture, room by room.
Photos Are Not Enough: Do Video First
Before taking individual photos, record a continuous narrated walkthrough video of the entire unit. Walk slowly, open every door and cabinet, and narrate what you see: 'This is the hallway. There is a scuff on the baseboard at the bottom of the wall. The door frame has a chip on the left side.' Video is harder for landlords to dispute because it shows context and continuity. Follow the video with still photos of specific items.
Phone Settings to Use
- Enable timestamp and location: On iPhone, timestamps are embedded in the photo metadata. On Android, enable the camera timestamp overlay in settings. Both record the date in the file metadata regardless.
- Use high resolution: Make sure your camera is set to the highest available resolution so details are clear when zoomed in.
- Turn off flash: Flash creates glare that washes out details and misrepresents true color. Use natural light or room lighting instead.
- Use a grid overlay: Helps you keep photos level and consistent across move-in and move-out sessions.
The most commonly forgotten spots: inside the oven (photograph the element, the racks, and any existing grease or debris), under sinks (check for water damage, staining, or mold), inside the dishwasher (spray arm and door seal), window tracks (dirt and debris accumulation), closet interiors (floors, walls, and shelving condition), and garage or parking area surfaces.
Entry and Hallway
- Front door exterior and interior: locks, hinges, door frame, any scratches or dents
- Threshold and entryway floor: condition and any pre-existing wear
- Hallway walls: all four sides, close-ups of any scuffs, marks, or damage
- Baseboard condition throughout the hallway
- Light switches and outlet covers: any cracks or discoloration
Living Room
- All four walls: wide shots plus close-ups of any marks
- Flooring: carpet stains, hardwood scratches, tile chips
- Windows: glass condition, lock function, screen condition, sill and track
- Outlets and light switches
- Ceiling condition: any staining or damage
- Baseboards and crown molding
Kitchen
- Appliances: photograph each appliance inside and outside (oven interior, refrigerator shelves and drawers, dishwasher interior)
- Countertops: full surface shots plus close-ups of any chips or stains
- Cabinets: open every door and photograph inside each one
- Sink basin and drain: any staining, chips, or drain condition
- Floor: full coverage including under the edge of appliances if visible
- Backsplash: condition and any pre-existing damage
Bathrooms
- Grout condition in tub and shower (mold or discoloration)
- Caulk around tub, shower, and sink (cracking or separation)
- Toilet: tank, bowl, and base
- Sink and vanity: basin, faucet, cabinet interior
- Mirror: any cracks or silver spots
- Exhaust fan: condition and function
- Floor: tile condition and grout
Bedrooms
- All four walls: each wall individually, including behind where furniture will go
- Closet interior: floor, walls, shelving, and rod condition
- Windows: same as living room
- Carpet or flooring: document any pre-existing staining or wear
After You Finish: Send to the Landlord
On the day you move in, send the landlord an email with a selection of your photos as attachments and a note: 'I am attaching move-in photos documenting the condition of the unit as of today.' This timestamps your documentation in their inbox, making it impossible for them to later claim the photos are from a different date or property. Upload everything to cloud storage immediately.