Rental-Ready Move-In Checklist

Legal and paperwork, before you list

Get these done before the first showing. Two of them decide whether you can keep any of the deposit later.

• City of Vancouver business license and rental registration if the home is inside city limits: $30 per unit per year, renewals due February 15. Unincorporated Clark County is outside the city program. Registration guide
• Landlord insurance in place. Convert the homeowner policy to a landlord (DP-3) policy before a tenant moves in. Expect roughly 15 to 25 percent more than a comparable homeowner policy, about $1,000 to $2,000 a year for many Vancouver single-family rentals. Insurance guide
• Check the loan and the HOA. Owner-occupied loans carry an occupancy clause, and CC&Rs can cap rentals, set minimum lease terms, or require approval. How to rent out your house
• Written screening criteria ready to hand applicants before any screening fee, and a written adverse action notice for any denial or conditional approval (RCW 59.18.257). Screening guide
• Lead-based paint disclosure and EPA pamphlet for any home built before 1978.
• Mold information for every tenancy: the Department of Health mold document or the EPA mold guide, given at signing (RCW 59.18.060). Mold rules
• Fire safety and alarm information in writing, and your name and address for notices, in the lease or posted.
• Move-in condition checklist form printed and ready. Under RCW 59.18.260 you cannot keep any of the deposit without a written checklist signed and dated by both of you before the deposit is collected. Why the checklist matters
• Lease clauses set: who pays which utilities and the deadline to open accounts, what counts as an emergency and how to report it, landscaping duties, renters insurance with you as additional interest, and the tenant's duty to maintain alarms and replace batteries. Addendum checklist

Safety items that carry fines

• Smoke alarms inside every bedroom, outside each sleeping area, and on every level including the basement. Press the test button on each, check the manufacture date, and replace anything over about 10 years old. The owner must verify every device works before each new occupancy (RCW 43.44.110). Fines run up to $200, and $5,000 if a fire later causes damage or injury. Alarm rules
• Carbon monoxide alarms outside each sleeping area and on every level. Required in every rental under RCW 19.27.530, including all-electric homes. Combination smoke and CO units are fine.
• Rekey or replace every exterior lock so no prior occupant has a key, and confirm ground-floor windows lock. Adequate locks and keys are a landlord duty under RCW 59.18.060.
• GFCI outlets in the kitchen, bathrooms, and exterior locations trip and reset. Bring a plug-in outlet tester. Any wiring repair needs a licensed electrician and usually a permit.
• Electrical panel accessible and breakers labeled.
• Heat works and can hold 68°F in every habitable room, the state building-code standard. Service the furnace and replace the filter.
• Water heater checked for age, leaks, and corrosion. Test hot water at the taps. If it is near end of life, budget the replacement now rather than mid-tenancy.
• Dryer vent clear to the outside. A clogged vent is a common and avoidable fire hazard.
• Exhaust fans in every bathroom and the kitchen run strongly and vent outdoors, not into the attic or crawl space. Weak fans are the root of most Vancouver mold complaints.
• Pest-free at handover. RCW 59.18.060 requires a reasonable pest control program at the start of the tenancy. Carpenter ants and odorous house ants are the usual local issue.

Exterior and drainage

Vancouver gets persistent rain from roughly October through April, so exterior prep here is about moving water away from the house.

• Gutters and downspouts clear, with downspouts extended well away from the foundation and the grade sloping away from the structure. Clogged gutters are the leading cause of water intrusion and fascia rot in Clark County rentals.
• Roof checked from the ground for missing or lifted shingles and moss. Roof moss should be treated or removed by a professional, never pressure-washed.
• Caulk and weatherstripping intact at windows, exterior doors, hose bibs, dryer vents, and utility penetrations.
• Crawl space dry with the vapor barrier intact and no standing water.
• Driveways, walkways, and steps pressure-washed to remove moss and algae, a slip hazard and the first thing a drive-by applicant sees.
• Yard mowed and edged, beds mulched 2 to 3 inches, dead branches pruned away from the roof, fence, and parking.
• Fences, gates, decks, and railings solid and sealed.
• Exterior and entry lighting working, with fresh bulbs.
• Hose bibs and irrigation winterized if the move-in is in the cold months.
• Photograph the exterior from every side and the yard. Seasonal yard plan

Kitchen

• Every included appliance clean and fully working. Run the range, oven, dishwasher, microwave, refrigerator, and washer and dryer if provided. A broken dishwasher is a red flag to applicants and a liability once the lease starts, and loss of a refrigerator or range starts a 72-hour repair clock under RCW 59.18.070.
• Deep clean inside the oven, refrigerator, microwave, and dishwasher, and behind and under appliances. Degrease the range hood, backsplash, and cabinet fronts.
• Faucet, drains, and supply lines free of drips and slow drains. Check under the sink for stains or warping.
• Cabinet doors, drawers, and hardware aligned and tight. New pulls and a modern faucet are cheap upgrades that photograph well.
• GFCI protection confirmed at counter outlets.

Bathrooms

• Grout, caulk lines, and shower doors cleaned, mildew removed, failed caulk replaced.
• No leaks under sinks or at toilet bases, no running toilets, good water pressure, drains clear.
• Exhaust fan strong, quiet, and venting outside. Consider a timer or humidity-sensing switch.
• GFCI outlets tested.
• Toilet seats, towel bars, and mirrors tight and clean.

Bedrooms, living areas, and the whole interior

• Walls patched and painted a neutral color. Fresh neutral paint is the highest single return of any improvement.
• Carpet professionally cleaned or replaced; a clean typically runs $150 to $300. Hard floors deep-cleaned. Remove pet and smoke odors at the source.
• Every door and window opens, closes, locks, and seals. Fix sticking doors and failed weatherstripping.
• Blinds, closet doors, door stops, and handles present and working.
• Every switch, outlet, and fixture tested, bulbs replaced, ideally with LEDs.
• Windows washed inside and out, including tracks and sills. Baseboards, vents, ceiling fans, and fixtures wiped down.
• Closets, corners, and baseboards checked for moisture or mildew, especially on north-facing exterior walls.
• HVAC filter replaced and both heating and cooling confirmed running.
• Do not over-improve. Full kitchen and bath remodels rarely pay back in proportionally higher rent on a standard Vancouver rental.

Move-in day documentation

Everything in this section is what a deposit dispute turns on. The same checklist is reused at mid-tenancy inspections and at move-out.

• Walk every room with the tenant and complete the move-in condition checklist together: condition of each surface, fixture, appliance, and furnishing, marked good, fair, or needs attention, with notes. Both parties sign and date it and the tenant gets a copy.
• Date-stamped photos of walls, floors, appliances, fixtures, and the yard, taken before the tenant takes possession. Write your notes the same day.
• Test the smoke and CO alarms in front of the tenant and have them initial the checklist.
• Record meter readings for electric, gas, and water, and confirm the tenant has opened their accounts. Clark Public Utilities for electricity, NW Natural for gas, the City of Vancouver or the local district for water and sewer, Waste Connections for garbage.
• Keys, garage remotes, mailbox keys, fobs, and gate or lockbox codes inventoried and signed for.
• Deposit receipt and depository notice given in writing, naming the Washington institution holding the deposit (RCW 59.18.270).
• Proof of renters insurance collected if the lease requires it.
• Written moisture routine handed over: run exhaust fans during and after showers, report leaks and musty smells promptly, keep furniture a few inches off exterior walls, do not dry laundry indoors without ventilation, and never turn the heat fully off while away.
• Show the tenant the water shut-off and the electrical panel, and confirm they know the emergency reporting process.
• File everything together: signed lease and addendums, checklist, photos, deposit receipt, insurance, and utility confirmations.