Prompts to include on the report
Adapt these to your own form and any requirements that apply to your property.
- Was there any noticeable smell on arrival, and in which rooms?
- Did the unit smell of cleaning products, fresh paint or closed-up air?
- Were the drains, the furnace filter and the refrigerator checked on the date of the report?
- Are there existing stains on carpet, walls or ceilings, and what do they look like?
- Does the tenant agree with the notes, and what would they add?
Why smell belongs in the report
Odor is hard to prove after the fact because it is a sensory impression rather than a visible mark. A line on the move-in report that records the state of the air at the start gives both landlord and tenant a shared reference, which tends to make later discussions about condition more factual and less heated.
The report does not need to use technical language. Short, neutral phrases are better than strong ones. Describing the air as neutral, faintly of cleaning product, or slightly stale is more useful than a broad word like fresh. Photographs of the rooms and of the furnace filter add to the record.
This guide offers wording ideas only. Landlords should check their lease and any applicable Colorado or local requirements, and consider asking a qualified professional if a question is unclear.
Photographs and short notes are most persuasive when they are taken at the same moment as the walkthrough. Avoid filling in the report from memory later, and give the tenant a copy so that both sides hold the same record from the start. If a smell is present on arrival, say so plainly and describe where it was strongest.
Wording ideas for odor notes
- No noticeable odor in any room at the time of inspection.
- Faint cleaning-product smell in the kitchen and bathrooms.
- Slightly stale air in the lower-level bedroom; window opened at arrival.
- Existing stain on bedroom carpet near the closet, photographed.
- Furnace filter replaced on this date; previous filter lightly soiled.
Common questions
Should the tenant sign the odor notes?
Having the tenant review and sign or initial the report is a common practice. Check how your lease handles move-in condition reports.
General information for Aurora, not a quote or professional advice. In an emergency, call 911.