Move-In Red Flags
Move-in day isn’t just the beginning of a lease—it’s a high-stakes moment for setting the tone, building trust, and avoiding future disputes. In this week’s On the Flip Side, we explore the most common move-in red flags for property managers—and how to handle them with clarity, compassion, and compliance.
Paired with our Knowing More video for residents, this episode rounds out both sides of the conversation. Residents learn what to check. Managers learn what not to miss.
Move-in Red Flags for Property Managers
Unreported Damage
Even small scratches, stains, or dings can come back to haunt you at move-out if they were never documented.
Best practice: Always walk the unit yourself before move-in and take photos of any visible damage. Upload them to the resident file—even if they seem minor. These visuals can protect both parties and prevent future disputes over who is responsible for what.
“If it wasn’t noted, it didn’t happen. Document everything.”
Inactive Smoke Detectors
Never assume a blinking light means the smoke detector is functional. Batteries could be dead. Detectors might be expired. And in a real emergency, a non-working unit could put lives at risk.
Best practice: Test the smoke detector before the resident arrives. If it fails, replace the battery—or the device—on the spot. Make this part of your pre-move-in routine.
Want to help residents do their part, too? Share our Knowing More video: New Place? Here’s What to Check on Day One.
Vague or Skipped House Rules
When rules aren’t clearly communicated up front, you leave space for misunderstandings. Common flashpoints include:
- Guest policies
- Pest control expectations
- Maintenance request timelines
- Noise and common area use
Best practice: Don’t just hand them the lease. Walk through the most important rules verbally. This builds accountability and encourages questions before there’s a problem.
“Let’s walk through this together so we’re both protected and on the same page.”
That single sentence can defuse tension and create alignment from the very beginning.
Documentation Isn’t Just Paperwork—It’s Protection
Move-in isn’t just a logistical handoff. It’s a compliance moment, a relationship checkpoint, and an opportunity to get ahead of costly mistakes. When property managers take the time to slow down, explain the basics, and document key details, everyone benefits. Property managers can avoid those move-in red flags.
Pair this episode with our Knowing More resident guide and consider sharing both videos during orientation or in your welcome packets.
Want More Training Like This?
Stay up to date on HUD compliance, property management best practices, and more with our series:
- On the Flip Side for site managers
- Knowing More for residents
Follow Navigate Affordable Housing Partners as we work to build safer, stronger communities—together.
