Move-In Inspection When Renting in the Philippines: Protect Your Deposit

Move-in day: inspect and photograph before anything goes inside

The short answer: on the day you get the keys, before your furniture and boxes go in, walk through the whole unit, photograph and film every room, and write the problems you find into a list that the landlord or agent signs. Most deposit disputes at move-out come down to one question nobody can answer: was this damage there before you arrived, or did you cause it? A record made on move-in day is the only evidence that settles it.

Why it has to happen before you move in. Once your things are inside, furniture hides the walls, rugs cover the floor and cupboards fill up with clothes, so existing scratches, stains and cracks can no longer be photographed. Any damage the movers cause also gets mixed up with what was already there. If the movers damaged or lost your belongings, see what to do when movers damage or lose your things.

Do the walk-through with the landlord or agent if you can. Going round together, pointing out problems and writing them down on the spot is far more persuasive than sending photos afterwards. If the landlord will not come, finish your record and send it the same day by email or another message that leaves a trail, stating that it shows the condition of the unit at move-in and asking them to confirm. Keep proof that you sent it. A casual chat message saying there are a few old marks will carry little weight later.

Confirm what is handed over. Count the keys, access cards, parking cards and remote controls and add them to the list. Photograph the water and electricity meter readings so the previous tenant's usage is not billed to you.

Room-by-room checklist: where deposits most often get deducted

Go room by room rather than wandering through once. Focus on the places most often charged at move-out: walls, floors, doors and windows, bathrooms, the kitchen, air-conditioning and appliances.

Walls and ceilings. Look for nail holes, scratches, stains, mould and cracks, plus water marks on the ceiling. Leaks are common in the rainy season, and a yellow ring on the ceiling is often the trace of an old leak, so photograph it at move-in.

Floors. Check whether tiles are cracked or hollow (tap them and listen), and whether wooden floors are lifting or scratched.

Doors, windows and locks. Open and close every door and window, check the insect screens, test every lock and make sure windows shut tightly. In the rainy season, water usually gets in through windows that do not close properly.

Bathrooms. Check that the toilet flushes properly and does not leak; that the shower heater produces hot water, has an undamaged casing and has its socket a safe distance from water; and that drains run freely. A faulty water heater is a genuine danger in rented homes, so ask for it to be fixed immediately if anything looks wrong. For what to do if someone gets a shock, see what to do after an electric shock from a shower heater.

Kitchen and appliances. Switch on and test the stove, range hood, fridge, washing machine and microwave. Turn on every air-conditioner and listen to it, check it cools, and look for drips. Photograph the model and condition of each appliance.

Safety equipment. Check that smoke alarms and fire extinguishers are present and working, and whether gas hoses look old.

How to keep photos and the list so they actually count at move-out

Taking photos is not the same as having evidence. Records that hold up in a deposit dispute show when they were taken, where in the unit they were taken, and that the other side acknowledged them.

How to shoot. Take a wide shot of each room first, then close-ups of each problem, ideally with something in frame that shows which wall or corner it is. Film one continuous walk from the front door around every room; a single video is much harder to dispute than dozens of loose photos. Keep your phone's date and time correct, keep the original files uncompressed, and do not rely on copies sitting in a chat thread.

How to write the list. List each problem room by room with its location and severity, for example a water stain on the bedroom wall beside the window, or a loose hinge on the left kitchen cupboard. Date the list at the bottom and ask the landlord or agent to sign it. If they will not sign, email it and keep the record, with the email body stating that the attachment is the condition record at move-in.

Keep it with the contract. Store the move-in list, the photo and video backups, the lease and the deposit receipt in one folder, with a cloud copy. Many tenants cannot find their move-in photos at move-out simply because they changed phones. For the deposit, what can lawfully be deducted, and which lease clauses to insist on, see what to do when a Philippine landlord will not return your deposit.

Already moved in and found something you did not record

Many tenants only notice problems after a few days or weeks: an air-conditioner that does not cool, mould in a corner, water coming in by the window when it rains. Finding it late is fine. What matters is notifying the landlord in writing on the day you find it, and stating that it was there before you or was not caused by you.

How to add it to the record. Photograph and film it, note the date you found it, the location and what you see, and send it to the landlord by email or another traceable message headed as an addition to the move-in condition record. The sooner you send it, the more credible it is; something reported on day two carries far more weight than something raised six months later. If your move-in photos actually show the problem, attach them too.

When it needs fixing. For anything that affects normal living or safety, such as leaks, electrical faults or a broken toilet, ask for the repair in the same notice and say when you would like it handled. If the landlord keeps delaying, and on whether you may repair it yourself and deduct the cost, see what tenants can do when the landlord will not repair. Do not withhold rent without written agreement; it can turn the party in the right into the party in breach.

If the landlord says it is new. Do not argue in chat. Organise your photos, the date you found it and your notice, and reply once in writing to set out your position. If there is a dispute at move-out, this record is what you will rely on.

At move-out: reconcile against the move-in record

The move-in record really earns its keep on move-out day. At the final inspection, go through the move-in list and photos item by item. Pre-existing problems should not be charged to you, and neither should normal wear and tear.

Prepare in advance. Clean the unit before you leave, fix any minor damage you caused where you can, and photograph and film every room again from the same angles, so you have matching move-in and move-out sets. Arrange the final inspection with the landlord or agent, check each item together, and write down anything disputed on the spot. Return every key, card and remote listed on your move-in record, and get a written acknowledgement of the handover and the final meter readings.

When they want to deduct. Ask for a list of each deduction and the basis for it, then answer item by item against your move-in record: which were there at move-in, which are normal wear, and which you genuinely caused. Where you caused the damage, negotiate a reasonable amount on the facts. Where you did not, say so in writing with photos. For deduction limits, demand letters and mediation, see getting your deposit back from a Philippine landlord.

If talks stall. Send a formal written demand first, then apply for mediation at the local barangay, and consult a lawyer about further steps if needed. For how barangay mediation works and what to say, see what to do when you receive a barangay summons. If you are the landlord and a tenant left the unit wrecked, see what to do when a tenant trashes the unit and leaves.

Safety checks to do on the same day, and how Yixing can help

The move-in inspection is also the best moment to check whether the home is safe. Confirm the smoke alarms, fire extinguisher, water heater, gas and escape route on day one; it is far more useful than fixing things after an incident.

Safety items. Test that the smoke alarm sounds, check the extinguisher is in date and where it is kept, find the gas hose and valve and learn how to shut off the supply, locate the breaker box and learn how to reset a tripped breaker, and walk the escape route from your door to the stairwell. For what to do in a house fire, see what to do if your home catches fire in the Philippines. Having the adults in the household learn CPR and basic first aid is another thing worth doing when you move in; see where to learn CPR and first aid in the Philippines.

Before you even sign. At the viewing and reservation stage, confirm that you are dealing with the real owner and that the unit is genuinely available, so you do not hand over money only to find it was a scam. See rental scams to avoid in the Philippines.

Where Yixing fits. Yixing International Travel is registered with the Philippine SEC (CS202009551), holds Bureau of Immigration accreditation (BI Accreditation No. CA-202624381-1, valid to 30 June 2027), and is accredited by DOLE and the PRA. For clients newly arrived in the Philippines, we can help with viewings in Chinese, accompany the move-in handover, organise the lease and handover records, and handle the visa, status and address-registration matters that follow. Everyday help with life here is part of our settling-in support.

For your specific situation, consult a licensed lawyer; this article is not legal advice.

For the basics and the standard process, see renting a home in the Philippines.