A thorough move-in and move-out inventory protects both landlord and tenant. This guide provides a room-by-room checklist, condition grading guide, and tips to protect your deposit under Malaysian law.
This checklist is for guidance only. For deposit disputes, the relevant forum is the Tribunal for Consumer Claims (kpdnhep.gov.my) for amounts up to RM25,000. Ask ClickBina on WhatsApp →
Malaysia has no Residential Tenancy Act setting a statutory handover standard. Your deposit protection depends entirely on the evidence you gathered at the start of the tenancy. Without a signed, photographed inventory at move-in, a landlord can claim damage that pre-existed your occupancy and deduct it from your deposit — and you will struggle to prove otherwise.
A proper inventory serves three purposes:
See our related guide: Security deposit rules in Malaysia →
The move-in inventory should take place on the day you take possession of the keys, before you move any of your belongings in. Both the landlord (or authorised agent) and the tenant should be present. Follow this process:
If the landlord refuses to conduct a joint inventory or sign the report, send them a written summary (WhatsApp or email with photos attached) within 24 hours of moving in, creating a timestamped record.
| Room / Area | Items to inspect & record | Common defects to note |
|---|---|---|
| Living room | Walls, ceiling, floor/tiles, windows, curtains/blinds, lights, fans, power sockets, TV point, aircon | Cracks, stains, mould, damaged tiles, missing socket covers, aircon not cooling |
| Dining room | Walls, ceiling, floor, lights, ceiling fan, power sockets | Grease stains on wall near kitchen, cracked tiles, faulty fan |
| Kitchen | Cabinets (inside and outside), worktop, sink & tap, hob & hood, fridge (if provided), tiles, exhaust point, power sockets | Cabinet door hinges, rust in sink, hob burner faults, tiles cracked or loose, mould in grout |
| Master bedroom | Walls, ceiling, floor, windows, curtains, aircon, built-in wardrobe, lights, power sockets, door lock | Mould on ceiling (common in Malaysia’s humid climate), wardrobe door tracks, aircon drip |
| Other bedrooms | Same as master bedroom; note each room separately | Same as above; also check if aircon is present as listed in agreement |
| Bathrooms | Tiles (floor and wall), toilet, basin, shower/bath, mirror, water heater, exhaust fan, taps, drain | Cracked tiles, silicone mould, slow drain, toilet flush fault, water heater test (hot water) |
| Utility / laundry area | Washing machine point, dryer vent (if any), taps, floor drain | Rust stains on floor, missing pipe covers, missing drain grate |
| Balcony / yard | Floor (non-slip tiles), railing condition, laundry rack, drainage | Rust on railing, cracked tiles, blocked drain |
| Entry / corridor | Main door (lock, handle, hinges, door closer), shoe cabinet, light, power point | Sticky lock, damaged door frame, missing key, faulty door closer |
Use a consistent grading scale for every item so that the move-out report can be objectively compared with the move-in report. A five-point scale is widely used in Malaysian rental practice:
| Grade | Description | Deposit liability |
|---|---|---|
| N — New | Brand new or like-new; no visible marks or wear | Full replacement cost if damaged beyond fair wear |
| G — Good | Well-maintained; minor signs of age only | Repair cost if damage exceeds fair wear |
| F — Fair | Functional with visible wear; some minor marks or scratches acceptable | Repair cost for new damage only |
| P — Poor | Visible wear, staining or minor damage but still functional | Limited liability — condition pre-existing |
| D — Damaged / Defective | Non-functional, broken, or significantly damaged at move-in | No further liability for pre-existing damage; landlord responsible for repair if structural |
Grading should be agreed and signed at move-in. If an item was graded “D” at move-in and is still “D” at move-out, no deduction applies.
| Item | Check at move-in | Common fault |
|---|---|---|
| Aircon (each unit) | Cooling function, remote, drain pipe, filter cleanliness, no drip onto wall | Compressor fault, refrigerant leak, clogged filter, drip causing ceiling stain |
| Water heater | Heat function, thermostat, pressure relief valve, no visible rust or drip | Element failure, mineral scale build-up, pressure valve leak |
| Stove / hob | All burners ignite and hold flame; gas connection tight; induction/glass-top no cracks | Faulty igniter, gas leak smell, cracked glass hob |
| Hood / extractor | Fan speed, light, suction strength, filter condition | Motor noise, clogged filter, light not working |
| Fridge (if provided) | Both compartments cool, door seals intact, no unusual noise | Failed compressor, broken shelf, door seal torn |
| Washing machine (if provided) | All programmes run, spin cycle works, no water leak at hose | Drum bearing noise, pump leak, error codes |
| Ceiling fans | All speeds work, no wobble, no buzz | Faulty capacitor (slow spin), loose blades |
| Lights | All switches and lights functional; LED tubes/bulbs present | Dead LEDs, faulty switches |
| Toilets | Flush function (full flush and half flush), cistern fill rate, no running water sound | Faulty fill valve, constantly running cistern, weak flush |
| Taps and shower | Hot and cold, no drip, acceptable water pressure | Dripping tap (washer), low pressure, hot water only from water heater side |
Always record and photograph utility meter readings on move-in day. This protects you from being charged for consumption before your tenancy began:
Add all meter readings to the signed inventory form and cross-check the first utility bill to ensure it matches.
At the end of the tenancy, request a joint check-out inspection. Bring your signed copy of the move-in inventory report and photos for direct comparison.
Under Malaysian common law and standard tenancy practice, deductions from the deposit are governed by these principles:
| Type of issue | Deduction permitted? | Evidence required |
|---|---|---|
| Damage beyond fair wear & tear (e.g. broken tile, cracked mirror) | Yes | Invoice or receipt from contractor; move-in photo showing it was in good condition |
| Outstanding rent at end of tenancy | Yes | Bank statement or rent record showing arrears |
| Professional cleaning (if required by contract and unit not cleaned) | Yes | Cleaning invoice; move-out photos showing uncleaned state |
| Missing items listed in inventory | Yes | Move-in inventory showing item was present; replacement receipt |
| Fair wear and tear (scuffs, minor marks, faded paint) | No | N/A — landlord bears this cost |
| Pre-existing damage noted in move-in inventory | No | N/A — graded “D” at move-in; no change in condition |
| Improvements made with landlord’s written consent | No | Written consent on file |
All deductions must be itemised in writing with supporting receipts, provided to the tenant within the deposit return period. See also: Tenant rights in Malaysia →
If you disagree with deposit deductions:
| Step | Move-in (start of tenancy) | Move-out (end of tenancy) |
|---|---|---|
| Timing | Day you receive keys; before moving in belongings | Day you return keys; after removing all belongings |
| Who attends | Landlord (or agent) + tenant; both sign | Landlord (or agent) + tenant; both sign |
| Condition record | Grade every item (N/G/F/P/D); note defects | Grade same items; compare with move-in grades |
| Photos | Every room, all appliances, all defects, all meters | Same scope; used to compare against move-in shots |
| Meter readings | Record and photograph all meters | Record and photograph final readings |
| Keys / access cards | Count all items received; sign receipt | Return all items; sign receipt |
| Signed document | Move-in inventory report | Check-out report; deductions listed with receipts |
For the full landlord perspective, see: Landlord rights in Malaysia →
Planning to refurbish your rental unit before handing over? Get a quote from ClickBina →
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