The Corporate Housing Move-In and Move-Out Checklist

The first night and the last day decide what a resident, and the company that pays, remember about you. Here is the checklist we would use.

Before arrival: the unit

• Furniture package complete and matching the unit's inventory list
• Beds made with clean linens; spare set and towels for each guest
• Kitchen kit complete: cookware, dishes, glasses, utensils, small appliances
• Cleaning done and inspected; trash emptied; fridge empty and clean
• Electricity, water, heating and cooling working
• Wi-Fi tested at full speed; network name and password printed in the unit
• TV and streaming working; remotes with batteries
• Smoke and carbon monoxide detectors tested; fire extinguisher present
• Starter supplies: toilet paper, soap, dish soap, laundry detergent, coffee
• Welcome card with Wi-Fi, parking, trash and emergency contacts
• Move-in photos of every room, dated, saved to the resident's record

Before arrival: the paperwork

• Agreement and addenda signed (what to include)
• Security deposit collected, or the company's responsibility confirmed in writing
• Payment method on file, or direct billing to the company set up with its PO number
• Resident's contact details and an emergency contact
• Vehicle and parking details, if needed
• Pet details and pet addendum, if a pet is coming
• Arrival time confirmed, and after-hours arrival instructions if needed

Arrival day

• Access works: door code, lockbox, fob or key tested the same day
• Building access, mailbox, parking permit and trash rules explained
• How to request maintenance, and what counts as an emergency
• How to pay, find documents and give notice (a resident portal covers this)
• A text or call to confirm they are in

The first 48 hours

• A check-in call or message: anything missing, anything not working?
• Fix small problems fast; this is when residents decide whether to trust you
• Note anything they report against the move-in photos

Move-out: before the date

• Notice received and acknowledged, with the move-out date confirmed in writing
• Departure instructions sent: checkout time, what to do with keys, trash, linens
• Final invoice prepared and prorated correctly (how to prorate)
• Inspection booked for move-out day or the day after
• Turn, cleaning or teardown scheduled for the next stay

Move-out: inspection day

• Inspect room by room against the move-in photos
• Photograph anything that is damaged, missing or unusually dirty
• Check the inventory: furniture, housewares, remotes, keys and fobs
• Separate normal wear and tear from damage (how to tell)
• Record repair costs and who is responsible

After move-out

• Deposit refund, less documented charges, within the deadline your state sets
• Itemized statement of any deductions, with photos
• Final invoice sent to the resident or the company
• Turn completed and unit photographed again for the next move-in
• Everything posted to the books

Make the checklist run itself

Paper checklists get skipped when the week gets busy. In Staylio, onboarding and departure checklists can be set per property and unit, inspections are documented with before and after photos, and deposit refunds post straight to the ledger.

Frequently asked questions

What should be in a move-in checklist for a furnished rental?

A ready unit (furniture, linens, kitchen, utilities and Wi-Fi tested), dated photos of every room, signed paperwork, the deposit or company billing set up, working access, and clear instructions for parking, maintenance and emergencies.

Why take move-in photos?

They are your evidence of the unit's condition at the start of the stay. Without them, it is hard to show that damage happened during the stay, and hard to charge for it fairly.

How soon should a deposit be refunded after move-out?

Within the deadline set by your state's law and your agreement. Many states set deadlines of a few weeks and require an itemized list of deductions.