Property · free template

Move-In and Move-Out Inspection

A two-point condition record, room by room: how each item looked at move-in, how it looks at move-out, and any deposit deduction proposed with photos.

A ready-to-use real estate & property form for agents, lettings teams and property managers: 34 questions, 3 pages, 5 conditional rules.

Questions: 34
Pages: 3
Layouts: classic
Time to complete: ≈ 14 min
Conditional rules: 5

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Moving & inspections

Compliance checklist

Ready to publish

Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
Legal text not required — passingThis template collects neither health nor regulated financial information.
Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Move-In and Move-Out Inspection is built for agents, lettings teams and property managers who need to pre-qualify enquiries and gather documents up front.

Agents, lettings teams and property managers working in real estate & property.
Teams who need to pre-qualify enquiries and gather documents up front without writing code or paying for a custom build.
Anyone replacing viewings booked with people who were never eligible with one structured record per enquiry.
Respondents are buyers, renters and landlords — the form asks them 34 questions across 3 screens.

Why this form is useful

It removes the cost of viewings booked with people who were never eligible and turns each submission into a record your team can act on immediately.

20 questions are required, so submissions arrive complete instead of needing a follow-up email.
It accepts a document or photo upload as evidence.
It records a signature you can keep as proof of agreement.
It pins the request to a specific date.
It captures a full postal address.
It allows multiple selections without free text.
It captures a numeric value you can filter and sort on.
Conditional logic hides 5 questions until they are relevant — shorter forms convert better than long ones.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Move-In and Move-Out Inspection lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Check the upload limits on the file question so respondents can attach what you actually need.
5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 5 conditional rules ship with it.

Features conditional validation: if “Which inspection is this?” is Move-out, “Any deductions proposed” becomes mandatory before the form can be sent.
Features conditional validation: if “Any deductions proposed?” is Yes, “Deduction items and amounts” becomes mandatory before the form can be sent.
Features conditional validation: if “Was the tenant present?” is No, “How the tenant was invited to attend” becomes mandatory before the form can be sent.
Features conditional validation: if “Does the tenant agree with this record?” is No, “What the tenant disagrees with” becomes mandatory before the form can be sent.
Features conditional validation: if “Are the meters accessible?” is Yes, “Meter readings” becomes mandatory before the form can be sent.
All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Deposit disputes are almost always the same argument: was the mark on the wall there at the start. A check-in inventory answers half of that question, and this form answers all of it, because every room is recorded twice — condition at move-in, condition at move-out — with a deduction column beside them. The first page identifies the tenancy, which inspection is being completed, who was present, and whether the tenant agrees to the record. The room pages then walk the property in a fixed order: entrance and hallway, living room, kitchen and appliances, bathrooms, each bedroom, outside space, and the meters. Each area asks for the move-in condition, the move-out condition, and notes, so a single form is filled in twice across a tenancy and read as a comparison rather than two unrelated documents. Photos are attached per section, and the deduction page asks for the item, the proposed amount, whether it is fair wear and tear or damage, and whether the tenant accepts it. The form closes with both signatures and a plain note that any disagreement goes to the deposit scheme rather than being settled on the doorstep.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Inspection details

Property address
Tenant namerequired
Agent or landlord completing thisrequired
Which inspection is this?required
Date of this inspectionrequired
Tenancy start daterequired
Was the tenant present?required
How the tenant was invited to attend
Is the property furnished?required
Are the meters accessible?required
Meter readings

Page 2 — Room-by-room: move-in vs move-out

Entrance and hallway at move-inrequired
Entrance and hallway at move-out
Living room at move-inrequired
Living room at move-out
Kitchen surfaces and units at move-inrequired
Kitchen surfaces and units at move-out
Appliances present
Bathroom at move-inrequired
Bathroom at move-out
Number of bedrooms inspectedrequired
Bedroom condition at move-in, room by roomrequired
Bedroom condition at move-out, room by room
Outside space at move-inrequired
Outside space at move-out
Photos of all inspected areas

Page 3 — Deductions and signatures

Any deductions proposed?required
Deduction items and amounts
Basis for the deductions
Does the tenant agree with this record?required
What the tenant disagrees with
Tenant signaturerequired
Agent or landlord signaturerequired
Date completedrequired

34 questions in total.

Example of a completed move-in and move-out inspection form

This shows how an agent records room-by-room condition at the end of a tenancy and any proposed deductions.

Property address: 9 Orchard Lane
Which inspection is this?: Move-out
Date of this inspection: 2 February 2026
Was the tenant present?: Yes
Kitchen surfaces and units at move-out: Light wear consistent with normal use; one chipped tile above the sink.
Living room at move-out: Fair — small stain on the carpet near the window, not present at move-in.
Any deductions proposed?: Yes
Deduction items and amounts: Carpet cleaning, 65
Does the tenant agree with this record?: Yes

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 5 conditional rules, grouped into 5 behaviours driven by 5 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Which inspection is this?”

Makes answers required
If “Which inspection is this?” is Move-out, “Any deductions proposed” becomes required before the form can be submitted.

Driven by “Any deductions proposed?”

Makes answers required
If “Any deductions proposed?” is Yes, “Deduction items and amounts” becomes required before the form can be submitted.

Driven by “Was the tenant present?”

Makes answers required
If “Was the tenant present?” is No, “How the tenant was invited to attend” becomes required before the form can be submitted.

Driven by “Does the tenant agree with this record?”

Makes answers required
If “Does the tenant agree with this record?” is No, “What the tenant disagrees with” becomes required before the form can be submitted.

Driven by “Are the meters accessible?”

Makes answers required
If “Are the meters accessible?” is Yes, “Meter readings” becomes required before the form can be submitted.

Set it up step by step

1
Record both points on one form
A move-in rating beside a move-out rating is the comparison a deposit scheme actually wants to see.
2
Photograph per section, not per tenancy
Photos attached to the room they show are usable evidence; a folder of forty unlabelled images is not.
3
Separate wear and tear from damage
Naming the basis for each deduction is what makes it defensible, and reduces how many are challenged.
4
Let the tenant sign for attendance only
Offering that option keeps the record honest when the tenant disputes part of it, instead of forcing a false agreement.

Mistakes to avoid

Keeping check-in and check-out on separate documents, so nobody can prove what changed.
Proposing a deduction with no photo and no basis, which rarely survives a scheme adjudication.
Inspecting without inviting the tenant, then having no record that they were given the chance to attend.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Share the completed record with the tenant, agree or refer any deductions, and return the balance of the deposit through the scheme within your usual timescale.

Works in this layout

Browse classic templates

Forms that overlap this one

These pages cover the same subject ground as the move-in and move-out inspection, matched on the words people actually search for.

Privacy & compliance

This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.

Frequently asked questions

How is this different from a check-in inventory?

An inventory records the start of a tenancy. This records the start and the end in the same structure, with a deduction column.

Can it be used mid-tenancy?

Yes. A mid-tenancy option is included, which is useful for longer lets and for periodic condition checks.

Does it decide deposit deductions?

No. It records what is proposed and whether the tenant agrees. Unresolved items go to your deposit scheme.

Do photos have to be attached?

They are optional in the form and close to essential in practice, especially for anything you intend to deduct for.

Is the Move-In and Move-Out Inspection template free to use?

Yes. You can preview and test Move-In and Move-Out Inspection on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Move-In and Move-Out Inspection template ask for?

It asks 34 questions across 3 pages, 20 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Move-In and Move-Out Inspection form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this real estate & property form work?

5 conditional rules ship with the template: Features conditional validation: if “Which inspection is this?” is Move-out, “Any deductions proposed” becomes mandatory before the form can be sent. Features conditional validation: if “Any deductions proposed?” is Yes, “Deduction items and amounts” becomes mandatory before the form can be sent. Features conditional validation: if “Was the tenant present?” is No, “How the tenant was invited to attend” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Move-In and Move-Out Inspection form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Move-In and Move-Out Inspection form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

More forms teams pair with the move-in and move-out inspection.

Related categories

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