Part of the Complete Guide to Renting Property in Kenya: Article 14 of our 15-part Renting Process series.
Moving day in Kenya is usually treated as a logistics problem. How many trips does the pickup need to make? Will the sofa fit through the door? Who is helping with the heavy boxes?
Those things matter. But there is something that matters more, and most Kenyan tenants skip it entirely: the move-in inspection.
The move-in inspection is the thirty to sixty minutes you spend before your belongings go in, documenting the exact condition of every surface, fixture, and fitting in the property. It is the record that exists at the start of your tenancy, before anything changes, that you will use at the end of your tenancy to show what was there before you arrived and what was not.
Without it, any mark on a wall, any crack in a tile, any stain on a ceiling that existed before you moved in becomes something a landlord can attribute to you. With it, those things are documented, timestamped, and acknowledged. The difference between getting your full deposit back and losing KES 20,000 to 50,000 in end-of-tenancy charges often comes down entirely to what you did or did not document on the day you collected the keys.
This guide covers everything you need to do on moving day, in the right order, so that you start your tenancy protected.
Before You Arrive: What Should Already Be Confirmed
Moving day itself is not where the process starts. Several things should be confirmed in writing before you leave home with the removal truck.
Your signed lease is in your possession. Not “I will get a copy later.” You should already have a signed copy of the tenancy agreement with both your signature and the landlord’s signature. If you do not, getting this is the first task of the day before anything else. See our full guide on what to do before signing a lease in Kenya for what to check before you ever reach this day.
Your deposit and first month’s rent receipts are saved. Every payment you made to secure this tenancy should have a receipt, either a formal written one or at minimum an M-Pesa transaction record. Make sure these are accessible and backed up. You may need them at any point during the tenancy.
The move-in date is confirmed with the landlord or caretaker. That someone will be there to hand over keys, that the property is vacant and ready, and that the utility meters are accessible. A move-in that arrives at the property to find the previous tenant still there, or a locked meter cupboard with no one available to open it, is a very avoidable problem.
Your phone is fully charged. The move-in inspection involves a lot of photography and video. You cannot do it on 12 percent battery.
Step 1: Key Collection and Initial Access
Key collection should happen at the property itself, not at an agent’s office across town or via a caretaker who leaves keys under a mat for you to find. At the property, with the landlord, property manager, or caretaker present.
When you collect the keys, confirm:
- How many keys are you receiving? Front door key, gate key, letterbox key, storeroom key, any others. Count them and note each one. At the end of the tenancy you will be expected to return every key you received. If you only receive two keys but the building has a gate that requires a separate key, clarify this before you sign the key handover record.
- Is there a key handover form? At managed properties, there is usually a formal key handover record. Sign it only after you have counted the keys and confirmed they work. Do not sign a form that says you received three keys if you only received two.
- Do all the keys work smoothly? Test every key in its lock before the person handing them over leaves. A front door key that jams consistently is something you want noted and addressed on Day 1, not when you are struggling with shopping bags at 9pm.
Step 2: The Move-In Inspection (Do This Before Any Furniture Goes In)
This is the most important thing you will do on moving day. Do it before a single item of furniture crosses the threshold. Once your belongings are inside, it becomes impossible to photograph rooms as they were when you received them, and the inspection loses much of its protective value.
The purpose of the move-in inspection is simple: to create a complete, timestamped, shared record of the condition of the property on the day your tenancy began. Go through every room, every surface, every fixture, and document what you find.
How to Conduct the Inspection
Use your phone camera for both photos and video. Video walkthroughs are particularly good because they are hard to dispute: they show context, continuity, and a complete picture of a room that individual photos can sometimes lack. Walk through every room in a steady, methodical sweep, narrating briefly what you see. “This is the main bedroom, east wall, there is a scuff mark above the skirting board at floor level, approximately 15 centimetres wide.” That level of specificity is what protects you.
Photograph every wall in every room. All four walls, including the ones behind doors and inside wardrobes. These are the areas caretakers and landlords are least likely to check during viewings and most likely to claim damage on at exit.
Photograph every ceiling. Water stains, cracks, light fittings with missing covers, browning around a flush fitting. All of it documented.
Photograph every floor surface. Cracked or chipped tiles, scratched wood flooring, worn linoleum. Get down close enough that the detail is visible in the photo.
Photograph every fixture, fitting, and appliance. Taps, shower fittings, toilet, sink, kitchen surfaces, built-in cupboards (inside and out), any provided appliances like a cooker or fridge. Open cupboard doors and photograph the interior. Check the underside of sinks and photograph any existing moisture staining or previous repair work.
Photograph all windows and doors. Window glass (any existing cracks), window latches (working or not), door frames (any existing damage), door handles and locks.
Note anything that is not working. A socket that does not work, a light switch that trips the board, a tap that drips constantly. These should be raised with the landlord or caretaker on the day as issues to be repaired, and documented in your inspection record regardless of whether they commit to fixing them.
The Inspection Report
After the walkthrough, compile a brief written record of any issues found. This does not need to be an elaborate document. A list sent via WhatsApp to the caretaker or landlord on the same day, describing each issue and referencing the photos attached, is sufficient. Something like:
“Hi [Name], as discussed, here are the move-in condition notes for [address], 2026. Items noted: (1) Scuff mark on bedroom east wall above skirting, photo attached. (2) Bathroom ceiling has water staining near the light fitting, photo attached. (3) Kitchen tap has a slow drip, noted for repair. (4) Socket in living room (left of window) not working, noted for repair. Please confirm receipt of this message and photos. Thank you.”
That WhatsApp message, sent and received on the move-in date, is a time-stamped record with photographic evidence that both parties have acknowledged. It is your primary protection against end-of-tenancy damage claims for anything that was already there.
What to Do If the Caretaker or Landlord Will Not Engage With the Inspection
Some landlords and caretakers in Kenya are indifferent or even resistant to a formal move-in inspection, particularly in informal rental arrangements. If this happens, do not skip the inspection. Do it yourself, thoroughly, and send the photos and notes to the landlord’s number regardless of their response. The act of sending the documentation creates a timestamped record. Their failure to respond does not invalidate it.
Keep all inspection records permanently for the entire duration of the tenancy. They are the evidence you need at exit, which may be twelve to twenty-four months from now.
Step 3: Utility Checks on Move-In Day
Before your belongings go in and certainly before anyone leaves the property, confirm the status of every utility.
Electricity
Read and photograph the token meter. Note the current reading or the balance shown. This is your record of the starting point for your electricity consumption. If there is a negative balance or a debt on the meter registered to a previous account, raise it immediately. You should not begin a tenancy inheriting someone else’s unpaid electricity balance.
Confirm the meter is in working order. Purchase a small token (even KES 100 worth) to confirm the meter accepts codes and supplies power to the unit correctly.
Test every socket and switch again. You did this at the viewing, but do it again now. You will be living here from today. Any socket that does not work needs to be reported now, while the landlord or caretaker is still present and accountable.
Check the circuit board for any tripped switches. Reset any that are tripped. Note if any trip again immediately when reset, as this indicates an underlying fault that needs professional attention.
Arrange the token meter transfer to your name. This should happen on or very shortly after move-in day. A token meter registered to someone else exposes you to that person’s account status and to having power cut due to their actions. Contact KPLC customer service with your meter number and ID to initiate the transfer. If the property manager handles this, confirm they have done it within the first week.
Water
Confirm when water comes and for how long. If you did not get a fully satisfactory answer during your viewing, ask the caretaker again today. If water does not come during the period they describe on your first day, document this and raise it promptly.
Run all taps and check pressure. A quick confirmation that everything works as it should before your daily life depends on it.
Note the water meter reading if there is a separate water meter for your unit. Same logic as the electricity meter: a photo of the starting reading protects you against being billed for consumption that predates your tenancy.
Confirm storage tank status. If the building has overhead or underground tanks, ask whether they are currently full. Moving in with empty tanks and no water supply due for several hours is a manageable problem if you know about it in advance.
Gas
If the property uses gas (bottled or piped), confirm the connection point is in working order and that any provided gas bottle is not empty. If you are bringing your own gas bottle, check the connection fitting matches the standard used in the property before the removal truck leaves.
Step 4: Security Confirmation
Before you let the caretaker or property manager leave, walk the security of the property one more time now that you are a tenant rather than a viewer.
- Test every door lock with each key collected. Including secondary access points like back doors and balcony doors if present.
- Test every window latch. Any that do not close properly or lock securely should be reported for repair today.
- Confirm gate access if the building has a controlled gate. Do you have the correct key or fob? Does the intercom work if there is one? Do you know the gate code if there is a keypad?
- Confirm you know the emergency contact for the building. If someone tries to break in overnight, who do you call? The caretaker’s number? A security company? Confirm this information exists and is stored in your phone before you need it.
Step 5: Establishing Your Maintenance Contact
Before the landlord, property manager, or caretaker leaves on your first day, confirm one thing clearly: who do you contact when something breaks, and what is the expected response time?
Get a specific name and number, not just a general company line. Save it in your phone as something descriptive: “Caretaker [Building Name]” or “Landlord [Name] Maintenance.” Test that the number is active before they leave.
Ask specifically: what counts as an emergency that justifies calling outside business hours (for example, a burst pipe or complete loss of electricity), and what is the process for non-emergency repairs? Some managed properties have a formal maintenance request process via email or WhatsApp. Others operate entirely through the caretaker. Know the process before you need it, not when you are standing in a flooded kitchen at 11pm.
Step 6: The First Week Tasks
Moving day itself is about the inspection, utilities, keys, and security. The first week of your tenancy has a few additional tasks that protect your position as a tenant.
Token Meter Transfer
If the meter transfer to your name did not happen on moving day, complete it within the first week. Contact KPLC with your National ID and the meter number. The process is straightforward and costs nothing. A meter in your name means your electricity supply is under your control, not linked to a previous account or the landlord’s billing arrangements.
Confirm Your Postal or Correspondence Address
If the property has a letterbox and you expect to receive physical mail, confirm the unit number and that you have the correct key. Update your address with your bank, employer, KRA, and any other institutions where your current address is on record.
Introduce Yourself to the Caretaker and Immediate Neighbours
This is purely practical. A caretaker who knows you by name is a caretaker more likely to call you promptly when a maintenance issue arises, to hold a package for you, and to look out for your unit when you travel. A neighbour who knows who you are is less likely to assume the worst if they hear unfamiliar sounds from your unit. These introductions take five minutes and pay dividends throughout the tenancy.
Keep Your First Receipt Records Organised
Create a simple folder or WhatsApp group with yourself where you store: the signed lease, your deposit receipt, your first month rent receipt, the move-in inspection photos, and the inspection WhatsApp message you sent to the caretaker. These documents together form your complete tenancy record. If you ever need to refer back to any of them, they should be instantly accessible rather than scattered across old conversations.
What Happens If Problems Are Found on Moving Day
A move-in inspection almost always finds something. A previous tenant’s mark on a wall. A tile that was already cracked. A drawer that sticks. This is normal and is exactly what the inspection is designed to capture. Finding problems is not a crisis. Here is how to handle the most common situations.
Minor Issues Already Documented
A scuff on a wall, a small stain on a ceiling, a socket that does not work: document these, report them in writing to the caretaker or landlord, and note whether they have committed to fixing them. If they fix them promptly, mark them as resolved in your record. If they do not, the documentation shows the issue predated your tenancy and cannot be charged to you at exit.
Significant Issues That Affect Habitability
No running water on move-in day. Electricity that does not work. A door that cannot be locked securely. A bathroom that is not functional. These are not minor issues and should be escalated directly to the landlord or property manager on the same day with a clear written statement of the problem and a reasonable request for a resolution timeline.
If a significant habitability issue cannot be resolved within a reasonable period (24 to 48 hours for urgent issues, five to seven days for others), you have grounds to discuss either a rent reduction for the affected period or, in extreme cases, to reconsider whether you want to complete this tenancy at all. The earlier you raise the issue in writing, the stronger your position.
The Property Is Not in the Condition You Were Shown
Occasionally, a property at move-in is significantly different from what you were shown during the viewing: fixtures that were present during the viewing are missing, cleaning that was promised has not been done, repairs that were agreed have not been carried out. Document the discrepancy in writing, with photographs, and send it to the landlord or property manager on the same day. State specifically what was expected, what was found, and what you require to be addressed before you consider the property properly handed over.
Do not accept a significantly substandard handover silently. Silence is interpreted as acceptance.
The Complete Moving Day Checklist
Save this and run through it on the day.
Before leaving home:
- Signed lease accessible
- Deposit and rent payment receipts saved
- Move-in date and key handover confirmed with landlord or caretaker
- Phone fully charged
- Inspection checklist reviewed
At key collection:
- All keys counted and listed
- All keys tested in their respective locks
- Key handover form signed only after keys confirmed
Move-in inspection (before furniture enters):
- All walls in all rooms photographed
- All ceilings photographed
- All floors photographed
- All fixtures, fittings, and appliances photographed
- All windows and doors photographed
- Video walkthrough completed
- All defects noted in writing
- Inspection photos and notes sent to landlord or caretaker via WhatsApp same day
- Delivery confirmed (message received)
Electricity:
- Token meter reading photographed
- All sockets tested
- All light switches tested
- Circuit board checked
- Token meter transfer to your name initiated
Water:
- All taps tested
- Water schedule confirmed
- Water meter reading photographed (if individual meter)
- Tank status confirmed
Gas (if applicable):
- Connection confirmed working
- Bottle not empty
Security:
- All door locks tested
- All window latches tested
- Gate access confirmed
- Emergency contact confirmed and saved in phone
Maintenance:
- Primary maintenance contact confirmed with name and number
- Emergency vs non-emergency process understood
First week:
- Token meter transfer completed
- Address updated with bank, employer, KRA
- Caretaker and immediate neighbours introduced to
- All tenancy documents stored in one accessible place
Frequently Asked Questions
What if the landlord refuses to do a move-in inspection with me?
Do the inspection yourself regardless. A landlord who is reluctant to participate in a move-in inspection is one who may later claim damage that predated your tenancy. Their absence from the process does not reduce the value of your documentation. Send your inspection photos and notes to their number and their email if you have it. Their failure to respond does not invalidate the timestamped evidence you have created. Keep all records for the full duration of the tenancy.
How long should the move-in inspection take?
For a standard one or two-bedroom apartment, a thorough inspection takes between 30 and 60 minutes if done properly. For a larger property, budget up to 90 minutes. It feels like a long time when you are eager to start moving in. In the context of a 12 or 24-month tenancy where your deposit is at stake, it is a very small investment of time.
What if I find a serious problem after I have already moved in?
Report it to the landlord in writing immediately with photographs. The key distinction at this point is whether the problem existed before you moved in (and was either missed during the inspection or not visible at the time) or whether it developed during your tenancy. If it predated your tenancy and you can demonstrate this through your move-in inspection records, the responsibility for the repair remains with the landlord. If it is a new problem that developed during your tenancy, the repair responsibility depends on the type of issue and what your lease says about maintenance obligations.
Should I keep the inspection photos for the entire tenancy?
Yes, absolutely. Keep them for the entire duration of the tenancy plus at least six months after you vacate, in case any dispute about the end-of-tenancy condition arises after you have left. Store them in a location that will survive a phone upgrade or replacement: Google Photos, WhatsApp cloud backup, or a shared folder on Google Drive are all reliable options.
What is a move-out inspection and is it different from the move-in inspection?
A move-out inspection happens when you vacate the property at the end of the tenancy. Its purpose is to assess the condition of the property compared to the move-in condition and determine whether any deductions from your deposit are justified. The move-in inspection documentation is what you use at the move-out stage to contest any deductions for damage that predated your tenancy. The two inspections work together. Neither is as useful without the other. Our guide on what happens after you pay rent and deposit covers what to expect across the full arc of your tenancy from move-in to move-out.
Continue Reading
- What Happens After You Pay Rent and Deposit: the full picture of your rights and obligations from Day 1
- What to Do Before Signing a Lease in Kenya: the step that should precede everything in this guide
- Viewing a Rental Property: What to Inspect: the earlier inspection that gives you a baseline
- How to Reserve a Rental Property Legally in Kenya: keeping your payments protected before this day
- What Happens After You Find a House You Want to Rent?: the full journey that brought you here
- Back to: Step-by-Step Guide to Renting a House in Kenya
- Back to: The Complete Guide to Renting Property in Kenya
Moving in this week? Screenshot the complete checklist section and save it to your camera roll before you leave home with the truck. The thirty minutes you spend on the inspection before furniture goes in is the most deposit-protective thing you will do in this entire tenancy.
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