Move-In Checklist for Colorado Springs Rental Properties

How well do you handle move-ins?

Moving can be stressful, not just for tenants, but for the property owners who are turning their investment properties over to someone else. 

A well-prepared move-in checklist not only sets clear expectations but also protects both you and your tenants from future disputes. Colorado Springs has a competitive rental market, and providing a professional, organized experience at the beginning of a tenancy can help you attract and retain long-term, responsible tenants while safeguarding your investment.

Quick Overview: Make sure your rental property is move-in ready. Create a checklist that includes basic information and documents property condition. Get the tenant’s signature on this checklist. Prepare for winter weather with move-in reminders about frozen pipes and heat. Note any specific HOA requirements when a tenant moves in.

Owners Need to Know Why a Move-In Checklist Matters

Feeling like it’s easy enough to just let it all happen when a tenant is moving in?

Maybe. But if the slightest thing goes sideways, it can be difficult, and time-consuming, to recover. So let’s take a look at why we believe a move-in checklist is essential:

1. Legal Protection. Let’s fast forward to the end of the lease term. Colorado law requires landlords to return a tenant’s security deposit within one month (or up to 60 days if specified in the lease). A checklist helps document the property’s condition at move-in, making it easier to determine what portion, if any, of the deposit should be withheld at move-out. One year from now, or whenever your tenant moves out, you’ll be glad you took the time to document every detail during the move-in. 
2. Clear Expectations. Tenants know upfront what’s required of them and what condition the property should be maintained in. This is not only going to protect your property but also contribute to a more harmonious tenant relationship.
3. Reduced Disputes. Written, signed documentation minimizes disagreements over damage or cleanliness at move-out. All you have to do is point to the move-in checklist and condition report. It’s hard to argue with that kind of supporting documentation. 
4. Professionalism. A detailed process builds trust and makes tenants feel valued, encouraging them to treat the property with care.

Preparing Your Colorado Springs Property for Move-In

Before creating your trusty checklist, ensure that the property is truly move-in ready. Colorado Springs tenants expect safe, clean, and functional housing, and failing to meet these expectations could result in complaints or even legal issues. And you want to go beyond the minimum requirements. Part of creating an outstanding rental experience is making sure the property looks great before your new tenants start moving in their belongings. 

Here are steps we take to prepare:

• • Deep Cleaning. Hire professionals to thoroughly clean carpets, appliances, bathrooms, and all surfaces.
  • Inspect Safety Features. Test smoke detectors, carbon monoxide detectors, and ensure fire extinguishers are accessible. Colorado law requires landlords to provide functioning smoke alarms and carbon monoxide alarms within 15 feet of bedrooms.
  • Check Locks and Keys. Rekey locks between tenants for safety. If you’re feeling like an upgrade might be possible, install keyless entry systems such as digital keypads. Modern tenants appreciate this, and it cuts down on your own overhead and turnover time.
  • Confirm Utilities. Ensure utilities are properly transferred or ready for activation by the tenant.
  • Maintain Landscaping. No tenant wants to move into a home where the grass is overgrown or dangerous icicles are hanging from the entryway. Curb appeal matters; mow lawns, trim bushes, and clear debris.

Once these steps are complete, you’re ready to create and use your move-in checklist.

What to Include in a Move-In Checklist

A strong move-in checklist should cover every major aspect of the property, documenting its condition in detail. Provide space for both landlord and tenant to sign and date each page. This will ensure everyone is on the same page in terms of expectations and property condition. Here’s how we set up our checklist. We’d invite you to use this as a template and then customize it for your own purposes. Or contact us at Muldoon Associates and we’ll take care of the move-in process for you, eliminating the time and effort you need to spend. 

1. General Property Information

• • Property address
  • Tenant name(s)
  • Lease start date
  • Landlord/management contact information

2. Room-by-Room Condition Report

Entryway

• • Door locks, handles, and keys working
  • Light fixtures functional
  • Flooring condition (scuffs, scratches, stains)

Living Room

• • Walls (paint, holes, cracks, stains)
  • Flooring (carpet, tile, hardwood)
  • Windows and screens intact
  • Light switches, ceiling fans, or fixtures operational

Kitchen

• • Appliances (refrigerator, stove, oven, dishwasher, microwave) working
  • Cabinets and drawers clean and functional
  • Sink, faucets, and garbage disposal functional with no leaks
  • Countertops free of major damage

Bathrooms

• • Toilets flushing properly with no leaks
  • Sinks, tubs, and showers draining and sealing correctly
  • Exhaust fans working
  • Mirrors and fixtures secure

Bedrooms

• • Closets clean and functional
  • Windows and locks secure
  • Flooring condition documented

Laundry Area

• • Washer/dryer (if provided) working
  • Dryer vent clean
  • Utility connections free of leaks

Exterior/Outdoor Spaces

• • Garage doors and remotes functioning
  • Yard maintained and free of hazards
  • Outdoor lighting working
  • Decks, patios, or balconies safe and in good condition

3. Safety & Compliance Items

• • Smoke detectors tested and operational
  • Carbon monoxide detectors tested and operational
  • Fire extinguisher present (if provided)
  • Railings, stairs, and handrails safe
  • No visible mold, pests, or water leaks

4. Utility Readings & Documentation

• • Water meter reading (if applicable)
  • Electric meter reading
  • Gas meter reading
  • Confirmation of utility account setup

5. Tenant Acknowledgment Section

At the end of the checklist, include a statement that the tenant has inspected the property and agrees the checklist accurately reflects its condition. You’ll want space for both landlord and tenant signatures and dates.

Best Practices for Colorado Springs Property Owners

What are some of the things you don’t want to forget when you’re conducting a move-in? For starters, make sure you’re taking a lot of photos. Visual documentation adds an extra layer of protection. Walk through the property before the tenant moves in or with the tenant and capture timestamped photos of each room and feature. Give tenants a signed copy of the checklist. Keep the original in your records until move-out.

Remind tenants about expectations for cleanliness, maintenance, and reporting repairs. For example, Colorado tenants are responsible for keeping their units clean and notifying landlords about necessary repairs promptly. Everyone has a different standard of cleanliness. So, be specific. For example, note that trash should be taken out promptly and provide instructions about where to dispose of trash and recycling. 

Address Colorado Springs-Specific Concerns

In our climate, there are some specific details to include in your move-in process that can benefit you, your tenants, and your property. 

For example, weather-related issues are real. Colorado Springs experiences snow and freezing temperatures. Remind tenants to maintain heat during winter to avoid frozen pipes. Make sure the roof is ready for heavy snow. 

On the opposite end of winter worries is wildfire awareness. Properties near the foothills may be in wildfire-prone zones. Provide resources on emergency preparedness.

We have also noticed, as perhaps you have, that more and more rental properties are landing in HOA communities. If your rental property is in a community with a homeowners’ association, ensure tenants have a copy of relevant rules. Otherwise, you’ll be held accountable, as the property owner and association member, for any violations.

Common Mistakes to Avoid

What could go wrong during the move-in? 

Let’s not find out. Here are some of the common mistakes we see owners make on or before the move-in. 

• • Skipping Documentation. Verbal agreements are hard to prove. Always document the process and make sure the necessary paperwork is signed.
  • Rushing the Process. You want to get the tenants moved in and the rent coming in. Understandable. But tenants may overlook issues if not given time. Slow down the process of preparing your property ahead of the final move-in walkthrough.
  • Not Updating the Checklist. If repairs are promised at move-in, document them and follow up quickly.
  • Ignoring Local Laws. Colorado Springs has its own rental ordinances, and statewide landlord-tenant laws also apply. Always stay compliant. Reach out to us if you are not sure of something.

A thorough move-in checklist is going to set you up for success with your rental property in Colorado Springs. By documenting the property’s condition, setting clear expectations, and building trust from day one, you create a professional relationship that helps both you and your tenants.

Whether you manage one property or a portfolio of rentals, taking the time to implement a detailed move-in checklist protects your investment and helps ensure a smooth, conflict-free tenancy. And if you do not have the time or the resources to provide this kind of preparation and attention to detail, a Colorado Springs property management partnership is essential. 

Need to make your move-in process a little sharper and a bit more streamlined? We are your best resource for that. Contact us at Muldoon Associates for all your Colorado Springs property management needs.