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Outdoor Storage Move-In Checklist
Fields to capture when an RV, boat, trailer, truck, container, or equipment enters an outdoor lot.
Move-in is the one moment you have full access to an asset before it sits on your lot for months. Whatever you don't document at move-in - a scratch, a missing part, an unregistered plate - becomes a dispute you can't win later. Use this checklist every time a vehicle, RV, boat, trailer, or piece of equipment enters an outdoor storage space.
Fields to capture at move-in
- Customer name and contact info - phone and email, so you can reach them about access, billing, or issues
- Emergency contact - a second person to call if the primary contact is unreachable
- Asset type and description - RV, boat, trailer, vehicle, or equipment, including make and model
- VIN, serial number, or license plate - the identifier that proves this specific asset is what's on the lot
- Photos of all sides at move-in - your baseline record before anything can be disputed
- Condition notes - existing damage, wear, or missing parts noted in plain language, not just photos
- Assigned space or row number - so the asset can be located without walking the lot
- Access credentials issued - gate code, key, fob, or app access granted to the customer
- Proof of ownership or insurance on file - registration, title, or insurance card as required by your policy
- Rate plan and billing frequency - what the customer is being charged and how often
- Special handling instructions - oversized dimensions, needs shore power, requires a specific parking orientation
- Move-in date and signature - customer acknowledgment that the recorded condition is accurate
Tips for using this in practice
Photograph all four sides plus the roof access point (for RVs and boats) every single time, even for a customer you've stored before - conditions change between visits, and "we've stored their boat for years" is not a substitute for this move-in's photos.
Keep this checklist paired with your rental agreement, not separate from it. The move-in record is what you'll point to if a customer disputes a move-out condition charge, so it only has value if it was actually completed and filed at the time the asset arrived - not reconstructed from memory weeks later.