Why this matters more than most renters realize
Your security deposit is held against damage you cause during your tenancy. The problem is that without documentation, "damage you caused" becomes a matter of opinion. A scuff on the wall that was there before you moved in looks the same to a landlord reviewing a vacant unit as one you put there yourself.
A thorough move-in inspection — with dated photos and written notes — creates a timestamped record of the unit's condition when you took possession. If a dispute ever comes up at move-out, that documentation is your evidence. Without it, you're arguing from memory against a landlord who has financial incentive to disagree with you.
⏱ Do this before you bring anything in. Once furniture is against the walls and boxes are on the floor, you can't document what was already there. Block out 30–60 minutes on move-in day — before the first trip with boxes — to walk the empty unit with your phone.
The inspection checklist
Work through each area systematically. For every item you find that's already damaged or worn, take a photo and make a written note. Check items off as you go.
How to submit your documentation in TenantCloud
Once you've walked the unit and have your photos, open the TenantCloud app on your phone. You'll use the maintenance request feature to submit your inspection findings — it creates a timestamped record that's attached to your account and your unit.
- Open TenantCloud and navigate to your unit dashboard
- Submit a maintenance request for each issue you found — title it clearly (e.g. "Pre-existing scuff on bedroom wall — move-in documentation") and attach the photo
- Note "Pre-existing condition" in the description so it's clear these are not new repair requests
- Submit all items — you'll receive a confirmation, and the submissions are timestamped
If something you find needs an actual repair rather than just documentation — a non-working outlet, a leaking pipe, a broken appliance — submit that as a standard maintenance request and we'll schedule it. For anything urgent, use the after-hours maintenance line.
✓ Once submitted, save your photos separately. Screenshot your TenantCloud submissions or export the photos to a folder on your phone labeled with your move-in date and address. You want a copy outside the portal in case you ever need it as standalone evidence.
What this protects you from at move-out
When you eventually move out, your landlord will do a walkthrough and compare the unit's condition to how it was when you moved in. Texas law gives landlords 30 days to return your deposit or provide an itemized list of deductions. With move-in documentation in hand, any dispute over pre-existing damage is easy to resolve — you have photos with timestamps that predate your tenancy.
When that time comes, the move-out checklist walks you through everything you need to do to leave the unit in good shape and maximize your deposit return. Keep this move-in inspection documentation somewhere you can find it two or three years from now.
