Free checklist

The Small Landlord Move-In to Move-Out Checklist

A free lead magnet for Small Landlord Stack
Audience: DIY landlords with about 1–10 units (Memphis / Tennessee notes optional)
Length target: 2–4 pages when exported to PDF
Last checked (tool suggestions): Oct 14, 2026

How to use this checklist

Print it, or keep a copy per unit in a shared drive. Check each box as you go. Add your own dates and notes in the blank lines. This is a practical ops checklist, not legal advice. Tennessee and Memphis rules change—confirm deposits, notices, and habitability requirements with current state law or a qualified attorney.

1. Listing and showing

• Decide rent, deposit, lease term, pet policy, and move-in date
• Take clear photos (exterior, each room, kitchen, baths, laundry, HVAC, yard)
• Write the listing: beds/baths, square footage if known, utilities who pays, parking, pets, income/credit criteria (apply Fair Housing rules)
• Post to major listing sites from one tool when possible
  Tool tip: See TurboTenant pricing Free plan includes unlimited listings. See RentRedi pricing also syndicates to major sites.
• Prep a written showing script and criteria so every applicant is treated the same
• Schedule showings (or set self-scheduling) and confirm ID at the door
• Log every inquiry and showing in one place (not text threads only)

Notes: _______________________________________________

Optional Memphis / Tennessee box

• Confirm any local listing requirements or HOA rental rules for the property
• Note flood/insurance disclosures you typically include (confirm current requirements)

2. Screening steps

• Collect a full rental application (every adult occupant)
• Get written consent before ordering a consumer report
• Run credit, criminal, and eviction screening through a reputable provider
  Tool tip: TurboTenant screening is typically applicant-paid (~$55 Free / ~$45 paid plans). RentRedi screening is typically applicant-paid ($39.99, or $49.99 with income verification). Sources: vendor sites, Oct 14, 2026.
• Verify income (pay stubs, employer check, or bank-linked verification where available)
• Call prior landlords (ask the same questions every time)
• Apply the same written criteria to every applicant
• If you deny or change terms based on a report, send any required adverse-action notice
• Keep screening docs secured; don’t leave reports in email forever

Criteria reminder (fill in your standards):
Min. income: ______ × rent | Min. credit: ______ | Other: ________________

3. Lease signing

• Use a current, state-appropriate lease (Tennessee-specific where required)
• Attach addenda: pets, utilities, lead-based paint (pre-1978), parking, smoke-free, etc.
• Fill in rent amount, due date, grace period, late fee (lawful amount), and payment method
• List all adult occupants and any approved pets
• Collect security deposit per your policy and applicable law; never mix with personal spending cash
• E-sign and store the fully executed lease
  Tool tip: TurboTenant unlimited e-sign leases are on Essentials/Pro. RentRedi includes e-sign on its plan.
• Give the tenant copies of the lease, keys policy, and how to submit maintenance requests
• Collect first month’s rent (and deposit) through your rent app when possible—not Venmo

Lease signed date: __________ Move-in date: __________

4. Move-in inspection

• Walk the unit with the tenant (or document thoroughly if remote)
• Photo/video every room, appliances, floors, walls, windows, smoke/CO detectors
• Test plumbing, HVAC, outlets, locks, and water heater (spot-check)
• Note existing damage on a condition report; both parties sign/date
• Confirm working smoke and CO detectors; replace batteries if needed
• Provide trash day, thermostat tips, filter size, and emergency shutoffs
• Hand over keys/fobs/garage remotes; log how many were issued
• Confirm tenant has set up online rent / autopay before or on move-in day
  Tool tip: See TurboTenant pricing Free rent collection, or See RentRedi pricing if you prefer a flat-rate paid app.

Condition report filed: __________ Keys issued (#): ______

5. Rent collection setup

• Create the recurring rent charge in your app (amount, due date)
• Set late fee rules to match the lease and applicable law
• Confirm tenant payment method (prefer ACH)
• Turn on autopay if the tenant agrees
• Connect payouts to a dedicated rental bank account
• Send a calendar reminder for yourself: check ledger on the 2nd (or after grace)
• Save receipts automatically—don’t rely on screenshots

Fee note (Oct 14, 2026): TurboTenant Free/Essentials ~$2 ACH (tenant); Pro waives ACH. RentRedi $1 ACH (tenant by default). Card fees are higher on both. Confirm current fees in-app.

6. During the tenancy (maintenance requests)

• Require all non-emergency requests in writing / in-app (photos attached)
• Log date received, priority, vendor, cost, and completion date
• Acknowledge the request quickly (same day when possible)
• Use licensed/insured vendors for major work; keep invoices
• For emergencies (no heat in winter, active leak, no water, unsafe electric): have a call tree
• After repairs, update the unit file and note any chargebacks allowed by the lease
• Do periodic filter / smoke-detector / gutter checks on a schedule

Emergency contacts: HVAC ______ Plumbing ______ Electric ______ You ______

7. Move-out and deposit

• Receive / send proper notice per the lease and state law
• Schedule a move-out walkthrough; invite the tenant
• Compare to the move-in condition report with dated photos
• Separate normal wear and tear from damage
• Get repair bids or invoices before finalizing deductions
• Return deposit / send itemized deductions within the legally required timeline
• Collect all keys/fobs/remotes; change locks if that is your policy
• Cancel recurring rent charges; close the tenant portal access
• Turn the unit: clean, repairs, photos, new listing

Notice received: __________ Deposit returned / statement sent: __________

Optional Memphis / Tennessee box

• Confirm current Tennessee deposit return timing and itemization rules before you write the letter
• Keep copies of the move-in report, move-out photos, and invoices together for disputes

One-page tool stack (optional)

You’re done—keep this for every turnover

Reuse this checklist for every vacancy. Consistency protects you more than any single app.

Want the WordPress / PDF version? Export this Markdown to Google Docs or Canva, add your logo after branding is approved, and gate the PDF behind the email signup on the Start Here page.

Tool prices last checked Oct 14, 2026. Re-verify before publishing.