Hayden Can Help

Essential Landlord Checklist Bundle

Four practical checklists for small landlords who want fewer expensive misses and smoother turnovers. Save this page, print it, or copy the sections into your own docs.

Move-in prep Tenant orientation Routine maintenance Move-out inspection

How to use this bundle

Print each checklist and keep it in the property file.
Turn the boxes into tasks in your notes app or property software.
Pair the move-in and move-out lists with timestamped photos.
Adapt wording to your market and lease language before handing anything to tenants.

Important: this is operational guidance, not legal advice. Local landlord-tenant rules still win.

1) Pre-move-in / turnover prep

[ ] Re-key locks or change lock codes.
[ ] Test smoke and carbon monoxide detectors.
[ ] Replace HVAC filters and note the date.
[ ] Check sinks, toilets, tubs, and shutoff valves for leaks.
[ ] Test appliances with a real quick cycle, not just a glance.
[ ] Inspect windows, locks, screens, and door hardware.
[ ] Patch, paint, and deep-clean the unit, including cabinets and fridge.
[ ] Test outlets, switches, and exterior lights.
[ ] Clean exterior entry areas and remove obvious trip hazards.
[ ] Photograph the empty unit thoroughly before keys change hands.

2) Tenant move-in orientation

[ ] Complete and sign a move-in condition report together.
[ ] Record exactly how many keys, fobs, or remotes were issued.
[ ] Show the tenant the main water shutoff and breaker panel.
[ ] Explain HVAC, thermostat, and filter expectations.
[ ] Review trash, recycling, parking, and mailbox logistics.
[ ] Spell out how maintenance requests should be submitted.
[ ] Define what counts as an emergency versus a normal repair.
[ ] Review rent due date, grace period, and late fee policy.
[ ] Clarify tenant responsibilities like bulbs, filters, or lawn care.
[ ] Leave a one-page welcome sheet with key contacts and utility steps.

3) Preventative maintenance walkthrough

[ ] Give proper written notice before entering.
[ ] Replace filters and check airflow at main vents.
[ ] Test smoke and CO detectors again.
[ ] Look under sinks and around the water heater for slow leaks.
[ ] Check caulk, grout, and any soft spots around tubs and sinks.
[ ] Inspect exterior drainage, gutters, and downspouts.
[ ] Trim vegetation touching siding, rooflines, or condensers.
[ ] Note appliance wear before it turns into an emergency call.
[ ] Quietly check for unauthorized pets, occupants, or smoking damage.
[ ] Send a short follow-up note documenting what was fixed or still pending.

4) Move-out inspection

[ ] Bring the signed move-in report and original photos.
[ ] Collect keys, remotes, and fobs before closing the visit.
[ ] Check walls, doors, trim, and flooring for damage beyond normal wear.
[ ] Test appliances and look for missing shelves or parts.
[ ] Run sinks, showers, and toilets for leaks or clogs.
[ ] Inspect cabinets, drawers, and exterior areas for trash or abandoned items.
[ ] Photograph every room and every deductible issue clearly.
[ ] Get a forwarding address in writing.
[ ] Save receipts and estimates tied to any deductions.
[ ] Deliver the deposit disposition on time under local law.

What this bundle is good for

Keeping turnovers consistent even when you’re tired or rushed.
Reducing avoidable maintenance misses.
Creating better documentation when a dispute pops up later.
Giving you a repeatable baseline instead of winging it every time.