How to Make Every Move-In and Move-Out Inspection Legally Defensible

Who this is for

You manage properties on behalf of landlords — residential units, commercial spaces, or both. Deposit disputes come up repeatedly. A tenant moves out, there's damage, and the response is "that was already there when we moved in." You have a paper condition report from move-in that says "walls: good condition" in one line. That's not enough to win the argument, and you know it.

What you can achieve

• Every unit's condition at move-in is documented with photos, condition ratings, and meter readings — acknowledged by the tenant with a timestamped confirmation
• Deposit disputes become a comparison of two structured, dated photo records — move-in versus move-out — rather than a contested conversation about what someone remembers
• The tenant's acknowledgement at move-in creates a signed, timestamped baseline that is genuinely difficult to challenge later without contradicting their own signed record
• If a dispute ends up in small claims, documentation with timestamps, file hashes, and a recorded sign-off is meaningfully stronger than a paper form
• Landlords who've had disputes before respond well to seeing their property management company use a documented, evidence-based inspection process
• Your team spends less time in deposit mediation conversations and more time managing the portfolio — because disputes that have clear evidence tend to resolve faster

The workflow in Hakiki

1. 1
   Walls ConditionOne choice

   Select: Excellent / Good / Fair / Poor — with mandatory notes if Fair or Poor is selected

2. 2
   Ceiling ConditionOne choice

   Select: Excellent / Good / Fair / Poor — document any stains, cracks, or water damage

3. 3
   Flooring ConditionOne choice

   Select: Excellent / Good / Fair / Poor — specify material type and document any scratches or damage

4. 4
   Living Area PhotosFile upload

   Upload minimum 4 photos of the living area — covering all walls, floor, ceiling, and windows

5. 5
   Appliances FunctionalYes or no

   Confirm all provided appliances are tested and functional — stove, fridge, microwave, etc.

6. 6
   Kitchen PhotosFile upload

   Upload minimum 2 photos of kitchen — showing appliances, worktops, and cabinet condition

7. 7
   Plumbing FunctionalYes or no

   Confirm all taps, toilets, shower, and drainage are working with no leaks noted

8. 8
   Bathroom PhotoFile upload

   Upload photo of bathroom showing fixture condition, grouting, and any visible wear

9. 9
   Electricity Meter ReadingText

   Enter current electricity meter reading — matches what will appear on the first bill

10. 10
    Water Meter ReadingText

    Enter current water meter reading — establishes the billing baseline for the tenancy

11. 11
    Meter PhotosFile upload

    Photos of both electricity and water meters showing the recorded readings

12. 12
    Tenant AcknowledgementYes or no

    Tenant confirms: "I confirm the above represents the condition of the unit at the start of my tenancy" — with timestamp and tenant ID

Hakiki features used