Handover and move-in for a rented property
How to document the condition of a rented property at handover and at move-in, what goes into the handover report, and how to avoid disputes about the initial condition.
Handover and move-in of a rented property are documented by describing the condition of each room, the inventory of items handed over, utility meter readings, the number of keys, and dated photographs. The purpose of this documentation is to have a shared reference for the property's condition at the start and at the end of the tenancy.
This type of documentation is not a technical compliance check and does not assess whether installations or works meet technical requirements. It factually records what exists, in what apparent condition, and how it functions at the time of handover or move-in.
The difference between normal wear and damage caused during occupancy can only be discussed fairly if the initial condition was documented. Without photographs and clear descriptions, the discussion becomes a clash of memories.
What you need to know
A useful handover report contains: the date and the parties involved, the property's address, a factual description of each room's condition, an inventory of furniture and appliances with their apparent condition, utility meter readings, the number and type of keys handed over, defects existing at the time of handover, and attached photographs. The more concrete the description, the less room there is for interpretation at the end of the contract.
When it's useful
- at the start of a tenancy, to establish the initial condition
- at the end of a tenancy, to compare with the initial condition
- when changing tenants in a furnished or equipped property
- for remotely managed properties, where the owner is not often present
- when handing over a property between seller and buyer, after the transaction is finalized
What we document
- the visible condition of walls, ceilings and floors, room by room
- interior and exterior joinery: operation, hardware, visible damage
- sanitary fixtures and faucets: appearance, operation when opened, visible leaks
- appliances: model, appearance, basic operation where it can be safely checked
- furniture: pieces, apparent condition, existing damage
- visible light fixtures, sockets and switches
- utility meters and their readings on the handover date
- keys, cards, remote controls and accessories handed over
- adjoining spaces: balcony, storage unit, cellar, garage, yard, where part of the contract
Aspects worth mentioning explicitly
- defects already present at handover, so they aren't later attributed to the tenant
- repairs in progress or promised, with an agreed deadline
- areas with visible dampness at the time of handover
- appliances that work partially or with issues
- items missing from the inventory compared to the listing or the contract
- agreed usage rules: ventilation, minimum winter heating, use of adjoining spaces
What this documentation can confirm
Handover/move-in documentation confirms the visible condition of the property, the inventory handed over, and the meter readings on that date, supported by photographs. It is a factual reference, useful in later discussions between landlord and tenant.
What this documentation CANNOT confirm
Condition documentation does not establish whether installations or works meet technical requirements, does not check hidden elements, and does not determine the cause of damage. It does not replace a technical inspection and does not by itself produce legal effects; its practical value comes from being accepted and signed by both parties.
Common mistakes
- handover reports with generic wording such as "good condition", without details
- missing photographs, or photographs without a date or context
- omitting meter readings
- incomplete inventory for furnished properties
- documenting only at handover, not at final move-out
- signing the document without both parties actually walking through the property
Checklist for handover and move-in
Before the meeting
- prepare the contract and the inventory list
- make sure utilities are functional for testing
- agree who signs and in how many copies
Room by room
- describe the condition of the walls, ceiling and floor
- check the windows, doors and hardware
- photograph every wall and every existing piece of damage
Bathroom and kitchen
- open every accessible valve and check for leaks
- check the sealing around the bathtub, shower and sinks
- test the appliances that can be safely turned on
Meters and access
- note the readings for electricity, water and gas
- photograph each meter with a legible reading
- count the keys, cards and remote controls handed over
At the end
- read through the document together
- attach the list of photographs
- sign both copies and each party keeps one
How BuildScan can help
BuildScan carries out handover or move-in documentation as a service independent of both parties: we walk through the property, photograph it systematically, record the inventory, meters and existing defects, and deliver a digital report that can be attached to the contract.