How Maine Renters Should Document Existing Damage at Move-In

Moving In: Inspections & Disclosures Maine published: June 21, 2025 Flag of Maine

Moving into a new rental can be exciting, but it's important for Maine renters to protect themselves by documenting any existing damage before settling in. Thorough move-in documentation helps safeguard your security deposit, avoid disputes, and ensures fairness for both you and your landlord.

Why Documenting Rental Damage Matters

Taking time to record the condition of your rental at move-in can be crucial. Detailed records help:

  • Ensure you aren’t held responsible for previous tenant damage
  • Support your case if a security deposit deduction is disputed
  • Comply with your lease and Maine state law

Maine Rental Inspections: Legal Requirements

In Maine, move-in inspection reports are not legally required by statute, but both renters and landlords are encouraged—and sometimes required by lease—to use them. Maine’s Residential Landlord and Tenant Act outlines the legal rights of tenants regarding security deposits and the importance of documenting apartment condition.[1]

Official Forms for Maine Renters

Currently, Maine does not provide a unique state-issued move-in inspection form. However, landlords often provide a checklist. If not, renters can use a generic rental unit checklist to note damage.

  • Sample Rental Unit Condition Checklist:
    • Name/Number: Rental Unit Condition Checklist (no official number)
    • Use: Used at move-in to record the state of all rooms and features. Both landlord and tenant sign and retain a copy.
    • Download: Get a sample checklist from Maine Housing: Rental Unit Condition Checklist

For disputes over the security deposit, renters can refer to the Maine Attorney General’s Landlord and Tenant Guide and, if needed, file suit in small claims court.

Steps to Document Existing Damage at Move-In

Here's a simple process to help Maine renters document their apartment's move-in condition:

  • Ask your landlord if they have a preferred move-in inspection checklist
  • If not provided, download and print the Rental Unit Condition Checklist
  • Walk through each room systematically, noting any stains, scratches, broken appliances, or pre-existing issues
  • Take date-stamped photos or videos of all rooms and notable damage
  • List all concerns clearly and ask the landlord to sign the checklist; both parties should keep a copy
  • Send a digital copy of your documentation (photos, completed checklist) to your landlord via email for a time-stamped record
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Even if your landlord says a move-in checklist isn’t required, always do your own. It’s your best defense if there’s a disagreement later around your security deposit or damages.

Dispute Resolution and Who to Contact

If you and your landlord disagree about damages when you move out, and your security deposit is withheld, you may seek help. The Maine District Court—Small Claims Division handles rental deposit disputes. Visit the official Maine District Court website to learn more about filing a claim.

Applicable Legislation

Maine’s main laws on rental conditions, security deposits, and tenant rights are spelled out in the Maine Residential Landlord and Tenant Act (Title 14, Chapter 710).[1]

Frequently Asked Questions

  1. Do I have to use an official move-in checklist in Maine?
    Maine does not require a state-issued form, but using a rental unit condition checklist is highly recommended to protect your rights.
  2. What should I do if my landlord won’t sign the completed checklist?
    You should still complete the checklist, take plenty of photos, send a copy to your landlord, and keep all records as evidence.
  3. Can I use my own checklist or take photos instead?
    Yes. You can use the sample checklist or create your own, and supplement with photos and videos for stronger documentation.
  4. What is the deadline for providing documentation of move-in damage?
    It’s best to complete all documentation before or immediately after you move in, ideally within the first few days of tenancy.
  5. Where can I file a dispute over my security deposit?
    Disputes can be filed with the Maine District Court (Small Claims Division).

Conclusion: Protect Your Security Deposit

  • Document the condition of your Maine rental thoroughly at move-in—use checklists and photos
  • Keep copies and share documentation with your landlord for your own protection
  • If a dispute arises, Maine’s small claims court offers an official route to resolve it

Creating thorough records right away can help avoid headaches and protect your finances at move-out time.

Need Help? Resources for Renters

  1. Maine Revised Statutes, Title 14: Court Procedure - Civil, Chapter 710: Rental Property

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Bob Jones
Bob Jones

Editor & Researcher, Tenant Rights USA

Bob writes and reviews tenant law content for various regions. They’re passionate about housing justice and simplifying legal protections for renters everywhere.

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