First Apartment Checklist

First apartment checklist: legal requirements and inspection tips

Once you’ve found the perfect first apartment, you’ll need to gather some key documentation to sign the apartment lease. Here’s what you need, according to Chrissy Philippi, an area manager for Milhaus, a property management company:

• Government-issued photo ID
• Completed rental application with signed authorization for credit and background screenings
• Proof of income, which might include two to three recent pay stubs, an offer letter or six months of bank statements
• Pet records, like vaccination records and a photo

In addition, you should ask for the following items before signing a lease, according to Philippi:

• A breakdown of all upfront fees, like the application fee, the administration fee and the security deposit
• A detailed list of all monthly fees after move-in
• Any cosigner requirements and required documentation
• Verification on whether the credit check is a hard or soft pull

Move-in inspection checklist

Before you move your things in, perform a walk-through to note any potential damage and the overall condition of your new apartment. Take note of the following and document with pictures:

• Inspect the ceilings and walls for any structural damage, holes or evidence of water leaks.
• Test all the electrical outlets and light fixtures to ensure they’re working properly.
• Check that all windows and doors lock securely and take note of any drafts — this could indicate poor insulation around the window or door.
• Scan the carpets and floors for stains, holes, scratches, cracks, loose floorboards or any unusual odors that might signal pet damage.
• Test the kitchen appliances, like the oven and fridge, to make sure they work.
• Check for leaks under the kitchen sink.
• Flush the toilet and ensure it refills and stops running.
• Turn on the heat and AC to verify that the heating and cooling systems work.
• Check that smoke detectors are present and working.

It’s smart to clarify a few things with the landlord or property manager as well. “When you tour, confirm every fee you will pay to live there, what happens if you need to break your lease and how much notice is required if you do not renew,” said Philippi.

Other important aspects to clarify include asking what exactly is included in the rent, like any utilities, heat or hot water. Ask how repairs are handled and whether painting the apartment is allowed.

The region you live in and even the type of apartment you rent can have different requirements. “Many states cap security deposits and set timelines for return, while some cities add rent rules, elevator reservations or permits,” Philippi explained. “Older buildings may require extra disclosures, and rent‑controlled or subsidized homes come with program paperwork and income verification.”

If you’re renting a student, micro, furnished or short-term apartment, you might also come up against higher liability coverage, guarantor requirements or amenity fees, according to Philippi.

First apartment checklist for budgeting, utilities and moving costs

Moving into your first apartment might also be the first time you are responsible for your own household budget. A budget will help guide your spending each month.

“Start with your net monthly income and set a rent target that fits your comfort level,” said Philippi. “Many first-time renters keep base rent between 25% and 35% of take-home pay.”

From there, list your recurring essential expenses such as:

• Utilities like electricity and gas
• Water and sewer
• Internet
• Renter’s insurance
• Parking
• Pet fees
• Amenity fees, if applicable
• Trash collection

You’ll also want to factor in your one-time moving costs, too, said Philippi. That can look like:

• Application and screening fees
• Security deposit
• First and last month’s rent
• Moving supplies
• Movers, if booking professionals
• Basic tools and cleaning supplies
• Starter furniture

“Build an emergency buffer equal to one to two months of essential expenses, then track every expense for the first 60 days and adjust any category that runs high,” Philippi suggested.

Setting up utilities

Once you have your budget figured out, it’s time to set up your utilities and services before you move in so that everything is in working order when you get there, like the heat and electricity. Here’s what you should set up ahead of move-in day:

• Electricity and gas
• TV
• Internet
• Water, sewer, and trash

Now is also a good time to file a change-of-address with the USPS so that mail addressed to your old address is forwarded to your new one.

Pro tip: Request utility cost history before you move in

Ask the landlord or utility providers for average monthly utility costs from the past year so you can budget more accurately and avoid surprises.

The utility setup process is a good opportunity to review for any hidden costs so you’re not surprised down the road. “Ask for a full fee schedule in writing and compare it to your lease so you know about application, admin, parking, pet, amenity, trash, pest, locker and move fees,” Philippi said. “Verify how utilities are billed, request average monthly costs or 12-month samples, and confirm any ratio utility billing system (RUBS) or submeter admin charges.”

RUBS divide a building’s total utility costs among residents rather than billing each unit for individual usage, and submeter admin charges are fees added by third-party billing companies.

Room-by-room first apartment essentials checklist: what to buy first

Moving into your first apartment also means furnishing your own space for the first time. Your home should be a representation of you, so must-have furniture and items might look different for everyone. Here’s a basic list to get you started:

Living room

• Couch, sofa or other type of seating
• End tables or coffee table
• TV and TV stand or wall mount

Bedroom

• Mattress and bed frame
• Dresser and nightstand
• Curtains for privacy
• Sheets and pillows
• Laundry basket

Bathroom

• Shower curtain, liner and shower curtain rings
• Bath mat
• Towels
• Toothbrush stand or cup
• Plunger
• Small trash can

Kitchen

• Basic cookware (pot, pan, sheet pan, spatula, knife, large mixing spoons)
• Cutting board
• Knives
• Cutlery and utensils
• Cups and plates
• Dish soap and sponge
• Trash can and trash bags

What to buy first

In general, “start with the basics you use every day, then add pieces that solve your specific pain points and desires in each room,” suggested Philippi.

Depending on the type of apartment you’re moving into, you might not need all of the items listed above. For example, a studio apartment generally combines most living functions into one space. Since there’s no separate bedroom, kitchen or living area, you’ll want to create zones for sleeping, working and eating, Philippi told us. And, since that storage space will be limited, look up. “Use vertical space and slim organizers to keep walkways clear and make cleaning simple,” she said.

Buy essentials first, then wait before buying more

Focus on items you need every day when you move in. After living in the space for a few weeks, it’s easier to see which furniture, décor or specialty items are actually worth spending money on.

If you don’t have much of your own furniture, moving into an already furnished apartment might offer significant cost savings, but be sure to understand exactly what’s included in the space. “Clarify what is included beyond furniture, such as cookware, small appliances and linens, and ask about cleaning expectations at move-out,” said Philippi.

If you do need to furnish a mostly empty apartment, start with the absolute essentials first. Philippi recommends beginning with “items that affect daily living and safety,” such as:

• Bed with basic bedding
• Bath towels
• Shower curtain and liner
• Simple cookware and dinnerware
• Basic utensils
• Cleaning supplies
• Trash can with liners
• At least two lamps

Then slowly add other items, like a place to sit and a table to eat and work at. “Measure before you buy any large piece, choose multipurpose items and stage purchases over several pay cycles to avoid debt,” Philippi suggested. “Wait 30 days before buying decor or specialty appliances so you can see what you truly use in the space.”

Moving in with a roommate

Moving in with a roommate has its own share of considerations. “In a shared apartment, set a budget and task plan with roommates. Define who pays which bills and confirm whether the lease is joint or individual,” Philippi said.

Here’s a list of things to discuss with your roommate before moving in:

• Shared versus personal furniture
• Boundaries around visitors and overnight guests
• Who pays what when
• How chores and household tasks are divided
• Noise-level expectations
• Notice required before moving out

» READ: Tips for downsizing from a house to an apartment

First apartment safety and insurance checklist

It’s important to make sure your first apartment is safe and secure. Double-check that these items are in good working order:

• Entry-door deadbolts
• Window latches
• Smoke and carbon monoxide detectors

Then, take the time to learn the following:

• Your building’s emergency procedures
• Locations of fire exits and fire extinguishers
• After-hours maintenance and emergency numbers

“Photograph and report any damaged locks, broken lights, trip hazards or water leaks the day you move in so the issues are documented,” Philippi said.

One smart way to further safeguard your belongings is to purchase renters’ insurance. While the building owner is responsible for insuring the building itself, you’re responsible for anything in your apartment. Purchasing renters' insurance helps protect the value of your belongings against theft, fire or other damage.

Choose a policy by starting with whatever liability amount your lease requires, usually about $100,000 or higher, Philippi said. Then set personal property coverage to match what it would likely cost to replace your belongings today. “Select replacement cost coverage instead of actual cash value so claims pay to replace items new, not depreciated,” suggested Philippi.

First apartment organization and storage tips

First apartments are often on the smaller side, which can make storage challenging. But there are plenty of solutions to make the most of the small space you have. Here are a few tips Philippi provided:

• Map clear walk paths and arrange large furniture against walls to open up the center of the room.
• Choose furniture that doubles as storage, like a bed frame with drawers underneath, an ottoman with storage inside or a coffee table with a lower shelf.
• Take advantage of vertical space with over-the-door organizers and hooks for coats, bags and cleaning supplies.
• Create under-bed storage by lifting it with risers and using clear bins with labels for easy visibility.
• Follow a one-in, one-out rule to prevent clutter; when you bring something new home, remove a similarly sized item.

“Start with tools that add vertical storage, reduce clutter and keep walk paths clear. Then add a few comfort upgrades you will use every day,” suggested Philippi.