you need to check if you hire a right PM?

As I know many agent doing PM in non professional way. Many even not report to his.her broker. It is your PM liability to have move in check list to document the property status. If not, you may sue the PM. 

The PM is your agent, still you deal with the tenant, if you do not have move-in check list to show the property status. You need refund the money you deducted. 

When you deal with some one know law, you may also need to have an attorney represent you or at least be your consultant. 

To own rental property, it is better that you, the owner know how to.