Security deposit disputes, damage claims, and “it was already like that” arguments almost always come down to the same question: what does your move-in and move-out documentation show? If your checklists and photos are scattered across emails, phone galleries, and paper folders, they’re hard to use when you really need them.

By building a simple system around merge PDF and split PDF, you can turn move-in and move-out inspections into clear, professional records that protect both you and your tenants. Instead of hunting for old pictures and scribbled notes, you open one organized PDF that tells the whole story of the unit’s condition.

Why Move-In / Move-Out Documentation Matters So Much

Most disputes about deposits and damages are not about what happened—they’re about what you can prove. Good documentation helps you:

• Show that existing damage was noted at move-in.
• Demonstrate new damage at move-out with clear photos.
• Justify deposit deductions with checklists and invoices.
• Resolve misunderstandings quickly, before they escalate.
• Look more professional in front of tenants, mediators, or courts.

A strong move-in / move-out system usually includes:

• A detailed checklist for each room and feature.
• Date-stamped photos or videos of each area.
• Tenant signatures acknowledging the documented condition.
• Work orders and invoices for any repairs after move-out.

The challenge is not just collecting these items—it’s keeping them organized and easy to use later.

Step 1: Standardize Your Move-In Checklist

First, create (or refine) a move-in checklist you’ll use for every unit. A good checklist will break the property into sections, such as:

• Exterior / Entry
• Living Room
• Kitchen (appliances, counters, cabinets, flooring)