A North Texas Landlord’s Guide to Move-In Inspections in Plano
For the “accidental landlord” in Plano, the move-in inspection is the single most important event for protecting your property’s value and your legal rights. In Texas, the burden of proof regarding property damage lies squarely on the landlord. Without a meticulous move-in record, you essentially forfeit your right to deduct for damages from a security deposit when the tenant eventually moves out.
In a competitive market like Plano, where single-family homes often command premium rents, setting a professional tone at the start of the tenancy is vital. Here is how to execute a move-in inspection that stands up in a Collin County court.
1. The Strategy: Two Different Perspectives
A successful move-in process actually involves two distinct layers of documentation.
- The Landlord’s Master File: You should conduct your own thorough inspection before the tenant receives the keys. This is when you take your high-resolution “marketing” style photos and ensure every appliance is humming and every lightbulb is bright.
- The Tenant’s Inventory & Condition Form: Per the Texas Property Code, the tenant should be provided with a form to document their own findings. Most Plano landlords give the tenant 7 days after move-in to return this signed form.
2. The Golden Rule: Use a “Condition, Not Just Description” Approach
The most common mistake accidental landlords make is using vague terms. Writing “Kitchen: Good” is useless in a dispute.
- Be Specific: Instead of “Good,” use specific descriptive words. “Kitchen: All appliances clean, no scratches on granite, tile grout intact, no leaks under sink.”
- Document the “Small” Things: In Plano’s suburban homes, it’s often the small details that become points of contention later:
- Window Screens: Note if they are all present and free of tears.
- Door Stops: Ensure they are installed to prevent wall damage.
- Blinds: Check that every slat is present and the wand/strings work.
- Drip Pans: Note if the stove drip pans are brand new.
3. Visual Evidence: The Power of 100 Photos
In 2025, there is no excuse for a lack of visual evidence. A move-in inspection for a standard 3-bedroom Plano home should include at least 75 to 100 time-stamped photos.
- Wide Angle vs. Detail: Take a wide-angle shot of every room, then zoom in on specific high-wear areas: the inside of the oven, the bottom of the bathtub, the flooring near the entryways, and the condition of the fence in the backyard.
- The “Penny Test”: If there is a pre-existing scratch on a hardwood floor or a chip in a countertop, place a penny or a ruler next to it in the photo to show the exact scale of the damage.
- Video Walkthrough: A 5-minute continuous video walkthrough of the property, narrated by you (e.g., “Testing the dishwasher now, no leaks detected”), is a powerful piece of evidence that is hard for a tenant to dispute later.
4. Testing Functional Systems
A move-in inspection isn’t just a visual check; it’s a functional audit. In North Texas, the HVAC system and foundation are your biggest risks.
| Item | What to Test | Why It Matters |
| HVAC | Run the AC/Heat & check the filter date. | Prevents “it didn’t work when I moved in” claims. |
| Plumbing | Flush all toilets & run all faucets for 2 mins. | Checks for slow drains or hidden leaks under cabinets. |
| Appliances | Turn on every burner & run a short cycle on the dishwasher. | Verifies functional status at the start of the lease. |
| Foundation | Check for interior door sticking or large corner cracks. | Crucial for Plano homes built on shifting clay soil. |
5. Managing the “Post-Inspection” List
Sometimes, the tenant’s inspection reveals something you missed (e.g., a “jiggly” doorknob or a window that won’t lock).
- Repair vs. Record: You are not necessarily required to fix every cosmetic flaw the tenant finds, but you must record it so they aren’t charged for it later. However, anything related to safety or security (locks, smoke detectors, exterior lighting) should be repaired immediately.
- The Final Signature: Once the form is returned, both you and the tenant should sign it. This becomes the “North Star” for the security deposit accounting 12 to 24 months down the line.
By being clinical, thorough, and visual during the move-in inspection, you protect your Plano investment and provide your tenant with the peace of mind that they will be treated fairly when their lease ends.