I’ve done move-in walkthroughs on all 9 of my rental units over the past 15 years, and I’ve learned the hard way that a vague memory of the walls being fine is worth exactly zero when a tenant moves out 3 years later and disputes a 45,000 yen deposit deduction.
The walkthrough itself only takes about 40 minutes per unit. The documentation habits I built around it are what actually protect the money u2014 mine and the tenant’s u2014 once memories fade and someone digs in their heels.
Why a Sloppy Walkthrough Record Costs You Later
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In my first 5 years as a landlord, I did walkthroughs the lazy way u2014 a mental note and maybe two or three photos on my phone, no real system behind it. I lost 2 separate deposit disputes because I couldn’t prove the condition of the flooring or the kitchen cabinets at move-in. Since switching to a structured process about 10 years ago, I haven’t lost a single deposit dispute, across roughly 30 move-ins and move-outs handled in that time.
The Checklist I Bring to Every Walkthrough
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Landlord-Tenant Law Guides
Know exactly what you can and cannot do u2014 essential reading before any dispute.
Every walkthrough follows the same printed checklist, room by room, filled in with the tenant standing right next to me. That way there’s no argument later about who noticed what and when.
- Walls and ceiling in every room u2014 checked for scuffs, nail holes, or discoloration larger than 5 centimeters
- Flooring condition u2014 scratches, stains, or gaps wider than 2 millimeters between boards
- Every light fixture and switch u2014 tested on the spot, not just glanced at
- Kitchen appliances u2014 stove, range hood, and refrigerator if supplied, each run for at least 30 seconds
- Bathroom fixtures u2014 water pressure, drainage speed, and any existing mold spots
- Windows and locks u2014 every window opened and closed, every lock tested with the key provided
- Any furniture or fixtures included in the lease, itemized one by one
Photos and Video: My Timestamp Method
I take a minimum of 25 photos per unit, and for a larger 3-bedroom property that climbs closer to 40. Every close-up of an existing flaw includes a coin or a tape measure for scale, so there’s no debate later about how big a mark actually was. I also shoot a continuous 3-to-5 minute walkthrough video, narrating out loud as I go room by room. That single habit has settled at least 4 disputes on its own, because the tenant can literally see and hear the condition of the unit on the day they got the keys.
Getting the Tenant to Sign Off the Same Day
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Property Inspection Forms & Checklists
Document everything. A signed checklist at move-in prevents every deposit dispute.
I never hand over keys without the tenant signing the printed checklist first, and they get a copy on the spot u2014 either a physical duplicate or a photo of the signed sheet sent to their phone within 10 minutes. If someone can’t be there in person, I require the signed sheet back within 48 hours, or the move-in isn’t considered finalized. That one rule has prevented every after-the-fact claim that a tenant never agreed to a condition, across 15 years of running this system.
Storing Records So You Can Actually Find Them Later
Every unit gets its own folder, labeled with the unit number and move-in date. Inside: the signed checklist, the photo set, the video file, and a copy of the lease. I keep these records for a minimum of 5 years past a tenant’s move-out date, since some disputes here in Japan can still surface months after everyone assumes the case is closed.
Common Mistakes That Cost Landlords Money
My biggest early mistake was writing vague notes like floor slightly worn instead of an exact measurement or a photo. Vague language is nearly useless in a dispute u2014 a mediator wants numbers and images, not adjectives. My second mistake was skipping the walkthrough entirely when a tenant moved between two of my own units, assuming nothing had changed. That assumption cost me roughly 60,000 yen once, when a tenant argued a broken blind had been that way before they ever moved in, and I had no record proving otherwise.
That’s the approach I use across all 9 of my properties, and honestly it takes less time than most landlords spend arguing about a deposit after the fact.
Property Management Company Evaluation u2014 12-Point Checklist
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15 years of landlord experience u00b7 3 apartment buildings u00b7 DIY renovations that saved millions of yen. Browse all articles at diytosan.com
