The practical move-in maintenance checklist

Record the starting condition

Walk through the property and take a wide photograph of each room, then close-ups of visible damage or incomplete finishes. Label the photos with the room and a short description. Keep the record organised so the owner, agent, management team and contractor can discuss the same item.

Separate existing-condition records from requests for paid work. A photograph is useful evidence of what you observed, but it does not establish the cause of a defect or who is responsible for it. Clarify responsibilities with the relevant people before instructing changes.

Make a room-by-room list

In living spaces and bedrooms, note walls, ceiling marks, doors, handles, visible flooring concerns and the condition of fitted storage. In kitchens and bathrooms, record the condition of accessible fixtures, seals, cabinets and visible connections without dismantling anything.

Describe cooling and lighting concerns as observations. There is no need to open electrical equipment, remove ceiling panels or attempt technical checks yourself. A professional assessment can be requested for issues that need more than a visual review.

Separate repairs from preferences

Group the list into issues that need assessment, practical repairs and optional improvements. A reported water problem and a preferred wall colour should not have the same planning priority. Clarify underlying maintenance concerns before decorating over the affected area.

For each item, write down the intended outcome. Repair an existing cabinet, replace a fitting or refresh a room are more useful instructions than make it better. Clear outcomes help the team explain options and quote the actual work you are considering.

Think about the order of work

Projects involving plumbing, electrical work, ceiling access, tiling and painting may need a coordinated sequence. Ask the team to explain the proposed order so finished surfaces are not unnecessarily disturbed by later work. Identify which tasks depend on materials, approvals or another trade finishing first.

Keep access to the work area in mind when scheduling the furniture delivery or move. Discuss protection and room availability rather than assuming all tasks can take place while unpacking. The appropriate schedule depends on the agreed scope and the products used.

Confirm the building arrangements

Check contractor-entry procedures, permitted working hours, service-lift bookings and parking or loading arrangements with the relevant management team. Give the contractor the correct building and unit details and an on-site contact for the agreed visit.

Do not assume an owner's informal approval covers every requirement in a managed property. Ask who must approve the proposed work and what information they need. Confirm that process before you commit to a start date or buy materials that may not suit the proposal.

Keep one shared handover list

Use the original room-by-room list when reviewing completed work. Mark each agreed task as completed, awaiting review or requiring a separate decision. If new work is proposed, ask for the scope and price before adding it to the job.

Store product references, agreed quotations and any supplied documentation with the final photographs. This becomes a practical record of the work rather than a folder of disconnected messages, and it helps you explain later maintenance requests clearly.

Your quick checklist

• Starting condition photographed by room
• Responsibilities clarified before instruction
• Repairs separated from cosmetic preferences
• Trade sequence and move-in timing discussed
• Contractor access confirmed
• Completed work reviewed against one shared list