Move in checklist: record the condition of every room on day one

Disputes about the deposit often start with one sentence: it was already like that. I would rather the tenant write it down in the first week, room by room, with meter readings and a photo link.

Who it is for

Landlords and agents who hand over keys, and tenants who want a record of the day they arrived.

What each question is for

Keys received: so everyone agrees what was handed over.
Room ratings: a fast score for each room. A low score points you to the details.
Damage that was already there: the part that matters most at move-out.
Meter readings: the starting point for the first bill.
Smoke alarm check: a safety step done on day one.
Photo link: a shared album, because the form cannot take uploads.

What a tenant's AI would ask

"What date did you move in?" Then "How many keys did you get?" Then "What condition was the kitchen in?" It shows all the answers and sends only after a yes. Read about agent-fillable forms.

Before you use it

Send the link with the keys. Find more in forms for landlords. When the tenant leaves, a notice to vacate form starts the walkthrough, and a home inspection checklist suits a deeper review of the building.

Questions

When should the tenant fill it in?

In the first few days, before they settle in. The move-in date field lets you sort by it. A late record is weaker than a prompt one.

What do the 1 to 5 ratings mean?

The help text says 1 is poor and 5 is like new. Keep that wording, and treat a low score as a pointer to read the damage note for that room.

Can I keep the answers for the move-out check?

Yes. Download the CSV when the tenant has finished and store it with the lease. At move-out, compare the same rooms against these notes.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Move-in condition record",
  "description": "Please walk through the home in your first days and note what you find. It protects you and us when you leave.",
  "fields": [
    {
      "id": "tenant_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "home_address",
      "label": "Address and unit",
      "type": "short_text",
      "required": true,
      "max_length": 250
    },
    {
      "id": "move_in_date",
      "label": "Date you moved in",
      "type": "date",
      "required": true
    },
    {
      "id": "keys_received",
      "label": "How many keys and fobs did you receive?",
      "type": "number",
      "min": 0,
      "max": 20
    },
    {
      "id": "kitchen_condition",
      "label": "Kitchen and appliances",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "bathroom_condition",
      "label": "Bathroom",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "bedroom_condition",
      "label": "Bedrooms",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "living_floors_condition",
      "label": "Living area and floors",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "walls_paint",
      "label": "Walls and paint",
      "type": "single_choice",
      "options": [
        "Clean",
        "Minor marks",
        "Holes or damage"
      ]
    },
    {
      "id": "damage_already_there",
      "label": "Damage that was already there",
      "type": "long_text",
      "help": "Say where it is and how big it looks.",
      "max_length": 3000
    },
    {
      "id": "smoke_alarm_works",
      "label": "Smoke alarm tested and working",
      "type": "checkbox"
    },
    {
      "id": "electric_reading",
      "label": "Electric meter reading",
      "type": "number",
      "min": 0
    },
    {
      "id": "water_reading",
      "label": "Water meter reading, if there is one",
      "type": "number",
      "min": 0
    },
    {
      "id": "photo_album_link",
      "label": "Link to your photos",
      "type": "url"
    },
    {
      "id": "record_confirmed",
      "label": "These notes are my record of the day I moved in",
      "type": "checkbox",
      "required": true
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Move-in condition record","description":"Please walk through the home in your first days and note what you find. It protects you and us when you leave.","fields":[{"id":"tenant_name","label":"Your name","type":"short_text","required":true,"max_length":120},{"id":"home_address","label":"Address and unit","type":"short_text","required":true,"max_length":250},{"id":"move_in_date","label":"Date you moved in","type":"date","required":true},{"id":"keys_received","label":"How many keys and fobs did you receive?","type":"number","min":0,"max":20},{"id":"kitchen_condition","label":"Kitchen and appliances","type":"rating","help":"1 is poor, 5 is like new.","min":1,"max":5},{"id":"bathroom_condition","label":"Bathroom","type":"rating","help":"1 is poor, 5 is like new.","min":1,"max":5},{"id":"bedroom_condition","label":"Bedrooms","type":"rating","help":"1 is poor, 5 is like new.","min":1,"max":5},{"id":"living_floors_condition","label":"Living area and floors","type":"rating","help":"1 is poor, 5 is like new.","min":1,"max":5},{"id":"walls_paint","label":"Walls and paint","type":"single_choice","options":["Clean","Minor marks","Holes or damage"]},{"id":"damage_already_there","label":"Damage that was already there","type":"long_text","help":"Say where it is and how big it looks.","max_length":3000},{"id":"smoke_alarm_works","label":"Smoke alarm tested and working","type":"checkbox"},{"id":"electric_reading","label":"Electric meter reading","type":"number","min":0},{"id":"water_reading","label":"Water meter reading, if there is one","type":"number","min":0},{"id":"photo_album_link","label":"Link to your photos","type":"url"},{"id":"record_confirmed","label":"These notes are my record of the day I moved in","type":"checkbox","required":true}]}'

JSON definition

json

{
  "title": "Move-in condition record",
  "description": "Please walk through the home in your first days and note what you find. It protects you and us when you leave.",
  "fields": [
    {
      "id": "tenant_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "home_address",
      "label": "Address and unit",
      "type": "short_text",
      "required": true,
      "max_length": 250
    },
    {
      "id": "move_in_date",
      "label": "Date you moved in",
      "type": "date",
      "required": true
    },
    {
      "id": "keys_received",
      "label": "How many keys and fobs did you receive?",
      "type": "number",
      "min": 0,
      "max": 20
    },
    {
      "id": "kitchen_condition",
      "label": "Kitchen and appliances",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "bathroom_condition",
      "label": "Bathroom",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "bedroom_condition",
      "label": "Bedrooms",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "living_floors_condition",
      "label": "Living area and floors",
      "type": "rating",
      "help": "1 is poor, 5 is like new.",
      "min": 1,
      "max": 5
    },
    {
      "id": "walls_paint",
      "label": "Walls and paint",
      "type": "single_choice",
      "options": [
        "Clean",
        "Minor marks",
        "Holes or damage"
      ]
    },
    {
      "id": "damage_already_there",
      "label": "Damage that was already there",
      "type": "long_text",
      "help": "Say where it is and how big it looks.",
      "max_length": 3000
    },
    {
      "id": "smoke_alarm_works",
      "label": "Smoke alarm tested and working",
      "type": "checkbox"
    },
    {
      "id": "electric_reading",
      "label": "Electric meter reading",
      "type": "number",
      "min": 0
    },
    {
      "id": "water_reading",
      "label": "Water meter reading, if there is one",
      "type": "number",
      "min": 0
    },
    {
      "id": "photo_album_link",
      "label": "Link to your photos",
      "type": "url"
    },
    {
      "id": "record_confirmed",
      "label": "These notes are my record of the day I moved in",
      "type": "checkbox",
      "required": true
    }
  ]
}

Move in checklist for a clear record of the first day