Which rentals does this guide cover?
This guide addresses residential tenancies governed by the Virginia Residential Landlord and Tenant Act. Its coverage includes single-family and multifamily rentals, with exclusions and special rules for some arrangements. Check § 55.1-1201 for applicability, including institutional and transient occupancy and housing-program considerations.
Separate requirements from workflow suggestions. The comparison below summarizes the law. The sample wording, file references, and checklist are practical organizing aids, not a complete legal form or advice about a particular dispute.
Three ways the move-in report can be prepared
Virginia Code § 55.1-1214(A)–(B) sets out these options:
| Process | Preparation and delivery | Review |
|---|---|---|
| Landlord prepares | Within five days after occupancy, landlord submits a written report itemizing existing damage. | Deemed correct unless tenant objects in writing within five days after receiving it. |
| Tenant prepares under written policy | Landlord may adopt a written policy allowing tenant preparation. Tenant submits a copy to landlord. | Deemed correct unless landlord objects in writing within five days after receipt. |
| Joint preparation under written policy | Policy may provide for joint preparation. Both parties sign and receive a copy. | At that point, the report is deemed correct. |
The two alternatives depend on a written policy; do not assume handing the tenant an empty template automatically establishes one.
Record occupancy and receipt as different events
For a practical tracking sheet, give occupancy, report preparation, delivery, receipt, and response their own fields. A PDF creation date does not establish when the other party received the report.
In the landlord-prepared process, the initial delivery period and the tenant’s review period have different starting events. In the tenant-prepared process, track the landlord’s receipt of the submitted report. Do not assign every task one generic “move-in deadline.”
Check the written policy for preparation arrangements when using an alternative process. The statute’s review period should not be turned into an invented universal preparation deadline for every option.
- Occupancy date: identifies the start relevant to the initial record.
- Report version: identifies exactly which document was sent.
- Receipt record: preserves the available evidence of receipt.
- Response: links any objection to that same version.
Example: a tenant identifies an omitted condition
Imagine a landlord-prepared report that describes the kitchen cabinets but omits a cracked drawer front. A useful written objection identifies the affected entry and what needs to be added, rather than saying only “the report is wrong.”
Fictional review note
Property: Example rental, Unit 3
Report reviewed: Move-in report, version 1
Item: Kitchen, lower drawer immediately left of oven
“I object to the kitchen entry because it does not include the crack beside the lower drawer handle. I observed the crack during my move-in review. Please include this condition in the record. Attached are an overview identifying the drawer and a close-up of the crack.”
Complete with actual details: occupancy date, report receipt date, observation date, response date, name, and attachment references.
Keep the original report and the objection together. If a revised report follows, identify its changes and retain the prior version. Do not make the history appear as though the observation was included from the start.
If the tenant prepared the original report
The review roles are reversed. A landlord reviewing a tenant-prepared record should identify the exact observation disputed and the evidence behind the response. For example: “Your note describes the bedroom door as broken. Please distinguish the documented paint chip from a problem with opening or closing the door.” This is illustrative wording, not a conclusion that either account is correct.
For better evidence, see how to document rental property damage. Use actual photo dates and distinguish a visible finding from an assumption about its cause.
Review a jointly prepared report together
For a joint workflow, read each entry with its photos before completing the document. The objective is to ensure that both people understand which item and condition the wording describes.
- Use consistent room and item names throughout the report.
- Separate existing damage from cleanliness and operational observations.
- Identify inaccessible areas and untested equipment.
- Check that attachments match the entries and can be opened by both parties.
- Make differences of observation visible rather than silently replacing one person’s wording.
A shared walkthrough is not the same as a fully completed joint record. Check the signature and copy requirements in the comparison above. Do not present a document as mutually agreed while a material description remains unresolved.
Include the separate visible-mold disclosure
§ 55.1-1215 requires the landlord, as part of the move-in report, to disclose whether visible evidence of mold exists in readily accessible interior areas. A statement that none is visible is deemed correct unless the tenant objects in writing within five days of receiving the report.
If visible evidence is disclosed, the statute provides options concerning possession or termination. If the tenant chooses to take or remain in possession, it requires prompt remediation within five business days of the relevant request or decision, reinspection, and a new report stating that no visible evidence remains. Consult the full provision for the specific circumstances.
Keep the scope precise. A disclosure about visible evidence in accessible areas is not a whole-building mold certification. Identify what was observed and any access limitations; do not replace the disclosure with a vague “property looks good” entry.
For recordkeeping, retain the initial disclosure and any later reinspection report as distinct documents. Do not overwrite the earlier record after work occurs.
Practical report review checklist
Use this organizing aid with the statutory requirements above. You can print this page from your browser.
- Confirm the address, unit, occupancy date, and participants.
- Identify which report-preparation process applies.
- Locate the written policy if using tenant or joint preparation.
- Track preparation, receipt, and response dates separately.
- Describe existing conditions by room and item.
- Identify the evidence behind any written objection.
- Check signatures and copies for a jointly prepared report.
- Include the applicable visible-mold disclosure and its records.
- Preserve original documents alongside revisions or responses.
- Track repair requests and completion records separately.
Questions about Virginia move-in reports
Can a landlord simply tell the tenant to do the inspection?
The tenant-prepared option described above depends on a written policy. Check that process rather than assuming a casual request changes who prepares the report.
Does the five-day review period start when the PDF is generated?
The review periods in the comparison are tied to receipt. Keep the file’s generation date separate from delivery and receipt records.
Does listing damage mean the landlord must repair every listed item?
Not automatically. § 55.1-1214(C) preserves repair requirements under the mold and maintenance provisions it references. A condition record does not by itself settle the repair duty.
What if something is noticed after the initial review?
Document it with its actual observation date and notify the other party. Preserve the initial record; do not backdate the finding or assume a later note resets a statutory deadline.
Can an app prepare a legally compliant report automatically?
Software can help organize observations, photographs, and documents. Compliance still depends on the applicable process, content, delivery, review, and completion steps. The examples here do not require a particular app.
Official sources and review date
Reviewed September 24, 2026 against the Code of Virginia.
- § 55.1-1214 — Inspection of dwelling unit; report: preparation options, review, and repair-duty cross-references.
- § 55.1-1215 — Disclosure of mold in dwelling units: disclosure and associated follow-up requirements.
- § 55.1-1201 — Applicability of chapter: coverage and exceptions.
This is a focused guide to move-in documentation, not a full review of housing conditions, deposit accounting, or remedies. Recheck the official text when applying it.
Looking for a way to organize inspection records? Explore Oryon Inspection.