The Essential Landlord Checklist: What Accidental and First-Time Landlords Should Record Before Renting Out Their Property

Why Documentation Matters for Landlords

Becoming a landlord isn’t always planned. Maybe you’re relocating for work, inheriting a property, or holding onto your home while buying a new one. Whatever the case, renting it out can be a smart financial move—but only if you stay organized from the start.

The most common mistake first-time landlords make? Not recording enough information about their property before tenants move in.

Reducing Liability & Protecting Your Investment

Good documentation protects you if there’s ever a dispute over damage or repairs. Having dated photos and detailed records creates a clear baseline of the property’s condition before tenants move in.

Avoiding Disputes With Tenants

Tenants often ask simple questions: “Where’s the water shut-off?” or “What kind of filter does the HVAC use?” If you don’t have these answers handy, it can turn into a frustrating back-and-forth—or worse, an emergency call you could’ve prevented.

Key Information to Record Before Moving Out

Here’s what every accidental or single-family landlord should document before handing over the keys:

Property Condition Photos & Videos

• Take clear, dated photos of every room, ceiling, floor, wall, and fixture.

• Record a video walkthrough to capture small details that photos may miss.

• Pay special attention to flooring, windows, and countertops, where wear-and-tear disputes are most common.

Appliance & System Details

• Write down make, model, and serial numbers for:

• HVAC system

• Water heater

• Kitchen appliances (stove, fridge, dishwasher)

• Washer and dryer

• Keep copies of manuals if available.

💡 Pro Tip: Even if you don’t have the manuals, having the serial numbers is enough. You can usually download manuals online by searching the product and serial number. This makes troubleshooting and repairs much easier down the road.

Exterior Features & Unique Property Details

• Document mailbox location and key

• Garage opener codes

• Fence/gate instructions

• Special features like a fireplace, pool, or security system

💡 Pro Tip: If your home has a monitored security system, you don’t need to cover that bill yourself. You can set the monthly billing to go directly to the resident while transferring them the access codes.

Maintenance History & Service Records

• HVAC service dates

• Lawn care and landscaping services

• Snow removal arrangements

• Chimney sweep history (if applicable)

• Dryer vent cleaning

• Pest control records

• Appliance repairs or replacements

Staying proactive with this kind of maintenance helps prevent costly emergencies down the line.

Utility Information & Setup

Utilities are a detail many landlords—new and experienced—overlook. Here’s what to know:

• Traditional Rentals (long-term tenants): Utilities should be transferred into the tenant’s name. Owners should set up a “landlord account” with each utility provider. This way, if the tenant doesn’t pay or when they move out, the account automatically reverts to the landlord’s name—avoiding service shutoffs.

• Short-Term Rentals (STRs): The owner keeps utilities in their name since tenants turn over frequently. This also ensures uninterrupted service between guest stays.

This simple setup can save headaches, late fees, and unnecessary reconnection charges.

Insurance & Risk Protection

• Require renters insurance for all tenants. This protects both the tenant’s belongings and provides liability coverage if something happens inside the unit.

• Keep your own landlord insurance active and updated—it covers the property itself, loss of rent, and liability exposures.

Common Mistakes New Landlords Make

Many first-time landlords underestimate the details. Here are three traps to avoid:

Relying on Memory Instead of Documentation

Thinking you’ll “just remember” where things are—or how old an appliance is—leads to problems later. Documentation is protection.

Forgetting Preventative Maintenance

Accidental landlords often focus only on cosmetic upgrades like paint or new floors. But skipping preventative maintenance (like dryer vent cleaning or chimney inspections) can cost thousands later.

Not Preparing for Tenant Questions

This is one of the busiest areas of property management. You can’t predict every question or concern a resident may have, but the more organized you are upfront, the shorter and easier this list becomes. Tenants feel more confident when you’re prepared—and you’ll spend less time fielding repetitive calls.

How a Property Condition Report Can Save You Time

A Property Condition Report (PCR) is a simple checklist and photo log that records the full condition of your home before tenants move in. Think of it as your landlord insurance against disputes, surprise repairs, and confusion.

A good PCR should include:

• Full set of labeled photos (interior & exterior)

• Notes on wear and tear

• Appliance/equipment details

• Recommendations for preventative maintenance

💡 Pro Tip: At Unbundled, we use software called RentCheck, which integrates directly with our main system, AppFolio. This keeps all property condition reports streamlined, accessible, and fully organized. For self-managing landlords, this level of software may be out of reach—but it’s a good example of how professional property management can take the heavy lifting off your plate.

When to Call in Professional Help

Self-managing is possible, but it’s not for everyone. If documenting, screening, leasing, and maintaining a property feels overwhelming, that’s when professional property managers step in.

DIY vs. Hiring a Property Manager

• DIY: Lower upfront cost, more direct control, but higher time investment.

• Property Manager: Professional systems, tenant communication handled, preventative maintenance scheduled, and fewer headaches.

Even if you start with self-management, knowing when to delegate can protect your property (and your sanity).

Final Thoughts: Setting Yourself Up for Success

Accidental and first-time landlords often underestimate just how much goes into renting out a property. By taking time upfront to record detailed information, set up utility accounts properly, create a property condition report, and organize maintenance records, you’ll save yourself endless stress later.

Think of it this way: the more you prepare before tenants move in, the fewer midnight emergencies you’ll face.

FAQs for Accidental and First-Time Landlords

1. Do I really need to take photos if I’m just renting to friends or family?
Yes. Disputes happen even among friends. Photos and reports protect everyone.

2. What’s the difference between normal wear and tear and damage?
Wear and tear is the gradual breakdown from normal use (like carpet wear). Damage is preventable harm (like stains or holes in walls).

3. How often should I service major systems like HVAC?
At least once a year—twice if the system is older or heavily used.

4. Should tenants get copies of all documentation?
Tenants should receive move-in inspection forms, but keep maintenance records, utility accounts, and vendor info for landlord reference.

5. Can I just use my home inspection report instead of creating a new PCR?
An inspection report is helpful, but it doesn’t capture the detailed photos and updates you’ll need for ongoing management.

6. Do tenants really need renters insurance?
Yes. Renters insurance is affordable and covers tenants’ belongings while also providing liability protection. Landlord insurance alone doesn’t cover tenant property.