Move-In and Move-Out Unit Inspection Form (Public Housing)
Document a public housing unit’s condition at move-in and move-out, record damage, and support tenant charge decisions with clear inspection notes and signoff.
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Built for: Public Housing · Property Management · Housing Authorities · Community Development
Overview
This template documents the condition of a public housing unit at move-in and move-out, with structured fields for inspection details, room-by-room condition notes, damage assessment, photos, and resident acknowledgment. It is built for turnover workflows where staff need a consistent record of what was present at the start and end of occupancy, what changed, and whether a tenant charge is being recommended.
Use it when you need a defensible inspection record before a resident moves in, after they move out, or during a turnover review before the unit is released again. The template helps separate general wear from specific damage, capture missing items, and support repair planning with clear notes and photo evidence. It also creates a cleaner audit trail than ad hoc paper notes or scattered email threads.
Do not use this form as a general maintenance request log or a long-term unit history file. It is not meant to track every work order, and it should not collect unnecessary PII or unrelated resident details. If your process requires accessibility accommodations, special unit features, or policy-specific charge rules, add those as targeted fields rather than expanding the form into a catch-all checklist. The goal is a focused inspection record that is easy to complete, easy to review, and easy to defend later.
Standards & compliance context
- Collect only the minimum necessary resident information to support the inspection and charge workflow, in line with GDPR data minimization principles.
- If the form is public-facing or resident-facing, make labels, focus order, and error messages accessible to support WCAG 2.1 AA.
- Use plain-language disclosure for any PII or photo collection so residents understand what will be stored, reviewed, and shared internally.
- Keep an audit trail of inspection notes, acknowledgments, and charge recommendations to support internal review and dispute resolution.
- If the form is used in an accommodation context, avoid asking for unrelated medical details and capture only the accommodation information needed for the unit inspection.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Inspection Details
This section anchors the inspection to the correct unit, date, and people so the record can be matched to the move-in or move-out event.
- Inspection Type
- Inspection Date
- Property / Site Name
- Unit Number
- Inspector Name
-
Tenant / Resident Name
Optional. Collect only if needed for your internal audit trail or local policy.
Unit Condition Summary
This section gives a fast read on whether the unit is ready, what the overall condition is, and whether follow-up is needed before occupancy.
- Overall Unit Condition
- Is the unit ready for occupancy?
- General Notes
Room and Fixture Condition
This section captures the actual condition of the kitchen, bathroom, walls, flooring, and appliances so each area can be compared consistently across inspections.
- Kitchen Condition
- Bathroom Condition
- Walls and Paint Condition
- Flooring Condition
- Appliances Condition
- Issue Details
Damage Assessment and Charges
This section documents whether damage was observed, who may be responsible, and whether a tenant charge is being recommended with a clear explanation.
- Was any damage observed?
- Likely Responsibility
- Estimated Repair Cost
- Tenant Charge Recommended?
- Charge Explanation
Photos, Signoff, and Disclosure
This section creates the evidence trail, resident acknowledgment, and submission disclosure that make the inspection easier to review and defend later.
-
Inspection Photos
Upload photos of the unit condition, damage, or missing items if available.
-
Resident Acknowledgment
I acknowledge that this inspection reflects the observed condition of the unit at the time of inspection and may be used for follow-up review or charge assessment.
- Inspector Signature
-
What happens after I submit?
After submission, the inspection record will be stored in the unit audit trail. If damage or tenant-responsible issues are identified, the report may be reviewed for repair coordination and any applicable tenant charge assessment according to housing policy.
How to use this template
- 1. Set up the inspection details section with the property, unit, inspection type, date, inspector, and tenant so the record is tied to the correct turnover event.
- 2. Walk the unit room by room and complete the condition summary and fixture fields using consistent terms for clean, fair, damaged, or not present.
- 3. Add issue details only for exceptions, and attach photos that clearly show the defect, missing item, or area of concern.
- 4. Record whether damage was observed, who is responsible if known, the estimated repair cost, and a plain-language charge explanation tied to the policy.
- 5. Review the disclosure with the resident, capture acknowledgment and inspector signature, and submit the form so the record enters your audit trail and follow-up workflow.
Best practices
- Use the same inspection wording for move-in and move-out so staff can compare conditions without guessing what changed.
- Mark required fields only where the information is truly needed, and keep optional fields available for unusual unit issues.
- Use conditional logic to show charge-related fields only when damage is observed, which keeps the form shorter and easier to complete.
- Photograph defects at the time of inspection and label each image to match the room or fixture it documents.
- Describe the condition of each room or fixture in observable terms, such as chipped paint or cracked tile, rather than vague labels.
- Keep resident acknowledgment separate from inspector notes so the signoff reflects review of the findings, not agreement with liability.
- Include a clear submit disclosure that explains how photos, notes, and charge recommendations will be used after submission.
- If a resident has an accessibility accommodation or cannot sign in person, document the alternative acknowledgment method in the record.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
When should this inspection form be used?
Use it at both move-in and move-out to create a like-for-like record of the unit’s condition. It is especially useful when you need to compare pre-occupancy and post-occupancy findings before deciding whether a charge is appropriate. If your site also does interim inspections, keep this template separate so the move-in/move-out record stays focused.
Who should complete the form?
A housing inspector, property manager, or maintenance lead typically completes the inspection details and condition notes. The resident should review the findings and sign the acknowledgment when possible. If the resident is unavailable, document the reason and retain the audit trail for later follow-up.
What should be included in the damage assessment?
Record only observable damage, the likely responsible party if known, and the estimated repair cost. Use the charge explanation to connect the finding to the unit condition and any applicable policy. Avoid vague labels like “normal wear” without describing the actual field-level evidence.
Can this form be used for both move-in and move-out?
Yes, the template is designed for both events, with the inspection type field distinguishing the context. That makes it easier to compare the same rooms, fixtures, and appliances across two points in time. Keep the same scoring or wording standard for both inspections so the comparison is defensible.
How detailed should the room and fixture notes be?
Capture enough detail to identify what changed, what is missing, and what needs repair, but do not over-collect unrelated PII. Use separate fields for kitchen, bathroom, walls and paint, flooring, and appliances so the record stays structured and searchable. Add issue details for exceptions rather than writing long free-text narratives for every room.
What happens after the form is submitted?
The completed inspection should move into your review and charge-assessment workflow, where staff confirm repair scope and decide whether tenant charges are recommended. The disclosure and signatures create a clear record of what was observed and acknowledged. If your process includes notices or invoices, link them to the inspection record.
How can this template be customized for different properties?
You can add property-specific fields for local unit standards, appliance inventory, or lease clauses that affect charge decisions. Keep required fields limited to what you actually use, and use conditional logic for optional sections such as charge explanation or photo upload. If a property has accessibility accommodations or specialized fixtures, add those as separate fields rather than burying them in general notes.
Does this form support accessibility and privacy requirements?
Yes, if you design the fields with WCAG 2.1 AA in mind and only collect the minimum necessary information. Use clear labels, logical tab order, and field types that match the data, such as date pickers and numeric inputs. If resident information or photos are collected, include a plain-language disclosure about how the data will be used and stored.
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