How DC Renters Should Document Existing Damage at Move-In

Moving into a new rental home in the District of Columbia can be exciting, but it's essential to protect your rights and your security deposit from the start. One of the most effective ways to do this is by properly documenting any existing damage when you move in. This guide explains your rights and responsibilities as a DC renter, which forms to use, and where to go for help, using up-to-date government sources and clear, renter-focused language.

Why Documenting Damage at Move-In Matters

Thoroughly recording any existing issues in your rental—like scratches, stains, or broken fixtures—is crucial. By doing so:

• You are less likely to be unfairly charged for repairs you didn't cause when you move out.
• You help ensure your security deposit is returned in full, provided there are no new damages.
• You create a clear record if you need to dispute charges with your landlord or the rental tribunal.

Under the District of Columbia Rental Housing Act, landlords may only deduct from your security deposit for damages beyond normal wear and tear.¹

Understanding Your Rights and Move-In Inspections in DC

In DC, your landlord must provide a written condition report at both move-in and move-out. This requirement comes from local rental law and helps document the property's state at each stage.

Move-In/Move-Out Inspection Reports

• Form Name: DC Inspection Report (no standardized number, but landlords must provide this in writing)
• When to Use: At move-in, you and your landlord (or their agent) should walk through the unit together and note all defects or damage. Both parties should sign the form, and you should keep a copy. The same report is referenced at move-out.
• Where to Find: DC does not provide an official inspection form, but many landlords use sample templates. You can download a sample template recommended by the DC Office of the Tenant Advocate here.

You also have the right to be present at the inspection, and you can request a different time in writing if the proposed date doesn’t work.

Action Steps for DC Renters

To protect yourself, take these steps:

• Before moving in, schedule a walk-through with your landlord or agent.
• Use the move-in inspection checklist to record any issues, no matter how minor.
• Take date-stamped photos and, if possible, video of all damage. Email them to yourself for backup.
• Sign and date the inspection report; ask your landlord to do the same and provide you with a signed copy.
• Keep all records safely for when you move out or if a dispute arises.

Security Deposit Withholding & DC Law

According to Section 42-3502.17 of the DC Code, security deposits can only be withheld for actual damages (not normal wear and tear) and unpaid rent or utilities.² Documenting the unit’s condition at move-in is your best defense against unfair deductions.

Relevant Forms and How to Use Them

• DC Move-In/Move-Out Checklist (Sample Form):
  • When to Use: During your initial walk-through before moving in, and again at move-out.
  • How to Use: Go room by room, checking off items and writing notes on damage. Both you and the landlord should sign and date each page.
  • Official Source: Sample Move-In/Move-Out Checklist - DC Office of the Tenant Advocate

If you experience disagreements over the inspection results or deposit withholdings, you may apply for dispute resolution through the District of Columbia Rental Housing Commission.³

FAQ: Documenting Move-In Damage in DC

1. What should I do if my landlord won't do a move-in inspection?
   If your landlord refuses, you should independently inspect the unit, fill out the inspection checklist, take photos, and send a copy of your completed, signed checklist to the landlord via email or certified mail for your records.
2. Can I use my own inspection checklist?
   Yes, renters can use any comprehensive checklist, as there is no official government-mandated form. The DC Office of the Tenant Advocate provides a recommended template.
3. What counts as 'normal wear and tear'?
   Normal wear and tear generally includes minor scuffs, faded paint, or worn carpeting from everyday use—things a landlord should expect with reasonable occupancy.
4. How do I dispute a security deposit deduction?
   You can file a complaint or request a hearing with the DC Rental Housing Commission and should provide your move-in documentation as evidence.
5. Am I required to be present at the move-in inspection?
   No, but you have the right to attend. If you can't be there, request an alternative time, or do your own inspection and send your findings in writing.

Conclusion: Key Takeaways for DC Renters

• Always document the condition of your rental home at move-in using a checklist and photos.
• Make sure you sign and keep a copy of the inspection report for your records.
• Your thorough documentation can help protect your security deposit if disputes arise with your landlord.

Staying proactive with documentation can make your move-in process smoother and safeguard your rights.

Need Help? Resources for Renters

• Office of the Tenant Advocate (OTA) – Offers advice and tenant education, including move-in rights: 202-719-6560
• District of Columbia Rental Housing Commission – Handles rental disputes, security deposit issues, and appeals
• DC Rental Housing Act (Legislation) – Full up-to-date legal text
• Sample Move-In/Move-Out Checklist (PDF)

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1. See District of Columbia Rental Housing Act, Title 42, Chapter 32
2. Security deposit rules: DC Code § 42-3502.17
3. District of Columbia Rental Housing Commission

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