Move-In Apartment Checklist: What to Document Before You Unpack
The 30 minutes that could save you $650+ when you move out.
Updated June 2026 · Colorado-specific · Free & printable
Why this matters: Under Colorado law (C.R.S. § 38-12-103), your landlord has 30 days to return your security deposit with an itemized list of deductions. If you can’t prove damage existed before you moved in, you pay for it when you move out. The average disputed deduction in Denver is $650.
Before You Start: What You Need
Your phone — camera with timestamp enabled (Settings → Camera → turn on date stamp)
A notebook or this checklist (printed)
Flashlight — check under sinks, behind appliances, in closets
15-30 minutes before you start moving boxes in
Do this before you unpack a single box. Once your stuff is in, you can’t prove what was already damaged.
Room-by-Room Checklist
🚪 Entry & Living Area
Front door: locks work, deadbolt functions, weather stripping condition
Walls: scuffs, nail holes, cracks, paint chips, stains
Photos are your proof. A checklist alone won’t hold up in a deposit dispute — you need visual evidence.
How to Take Good Condition Photos
Wide shot first: Stand in the doorway and photograph the entire room
Then close-ups: Photograph every piece of damage up close
Include context: Show where the damage is (corner of living room, behind bedroom door)
Use good lighting: Open blinds, turn on lights, use your phone flashlight for dark areas
Timestamp everything: Enable your camera’s date stamp or email yourself the photos (creates an email timestamp)
Pro tip: Take a video walkthrough of the entire apartment narrating what you see. Upload it to Google Drive or email it to yourself. Video is harder to dispute than individual photos because it shows continuous condition.
How Many Photos?
Studio/1BR: 15-25 photos minimum
2BR: 25-35 photos
3BR+: 35-50 photos
Any existing damage: 3-5 close-up photos per issue
What to Do With Your Documentation
Send everything to your landlord within 3 days of move-in. Email is best (creates a paper trail). Write: “Attached are photos documenting the condition of [address] as of [date]. Please confirm receipt.”
Keep your own copies. Save photos to cloud storage (Google Drive, iCloud). Don’t rely on your phone alone.
Print this checklist with notes and keep it with your lease.
Request a response. If your landlord provides a move-in condition form, fill it out completely. If they don’t, your photos and email ARE your condition report.
Colorado Security Deposit Law: What Renters Should Know
Rule
Colorado Law
Deposit return deadline
30 days after move-out (60 if lease says so, 72 hours max if hazard)
Must landlord itemize deductions?
Yes. Written, itemized statement required.
Can they deduct for normal wear?
No. Normal wear and tear is not deductible. Small nail holes, minor scuffs, and faded paint from sunlight are wear.
What if they miss the deadline?
Landlord forfeits the right to keep any deposit and may owe treble damages (3x the amount wrongfully withheld).
Maximum deposit
No statutory maximum in Colorado (market-driven).
The key phrase: normal wear and tear. Your landlord can deduct for damage beyond normal wear, but not for the apartment just looking “lived in.” Your move-in photos establish what “lived in” looked like before you moved in.
Real example: A Denver tenant was charged $400 for “carpet stains” at move-out. Their move-in photos showed the same stains already present. The landlord refunded the full amount. 30 minutes of photos saved $400.
Common Deductions Tenants Get Charged For (That Might Already Exist)
Carpet stains — photograph every stain, discoloration, and worn area
Wall damage — document nail holes, scuffs, paint imperfections
Broken blinds — test every blind, photograph any broken slats
Appliance issues — note scratches, dents, non-working features
“Deep cleaning” — photograph the overall cleanliness at move-in
Cracked tiles/grout — common in bathrooms, easy to miss
If these issues exist when you move in and you don’t document them, you’ll pay for them when you move out.
Skip the Stress. Get a Professional Report.
A RobotFail inspector documents every room, takes 25-35 timestamped photos, and delivers a PDF report the same day. Your landlord gets a copy. Your deposit is protected.
If you do it yourself with this checklist, budget 20-30 minutes for a 1BR and 30-45 minutes for a 2-3BR. A professional inspection takes about the same but you get a formatted PDF report with organized photos.
What if my landlord says “the unit was just cleaned”?
Document it anyway. “Just cleaned” doesn’t mean no pre-existing damage. Cleaning covers surfaces, not scratches, dents, or broken fixtures. You’re documenting condition, not cleanliness.
Should I do this even if my landlord seems nice?
Yes. Landlords change. Property managers change. The person who showed you the apartment may not be the person processing your deposit return. Documentation protects you regardless.
Can I do this after I’ve already moved in?
The sooner the better. If you’ve been in your apartment for a few days, do it now — before you put anything on the walls, before you start cooking, before the apartment shows signs of being lived in. After a week or two, your documentation becomes less credible.
What if I find damage after move-in?
Email your landlord immediately with photos. Write: “I noticed [issue] that I missed during my initial walkthrough. Documenting it now for our records.” The sooner you report it, the more credible your claim.
Is a video walkthrough better than photos?
Both. A video shows continuity (no cherry-picking angles), while photos show detail. A video walkthrough narrating what you see + close-up photos of any existing damage is the gold standard.