How to understand a move-in and handover report

A handover or condition report records the state of the property when the tenancy begins.

It can later be used to compare the condition at move-out and to decide whether a defect already existed.

For that reason, vague wording such as 'good condition' is usually less useful than a specific description of visible defects.

The report should clearly identify the property, the date of handover and the people present.

If parking spaces, storage rooms, balconies, gardens or furnished items form part of the tenancy, check whether they are included in the inspection.

A systematic inspection makes it less likely that defects will be missed.

Go through each room and check floors, walls, ceilings, doors, windows, fixtures, appliances and other visible elements.

If the report has predefined categories, do not assume that an unchecked item means it is automatically in perfect condition.

Existing scratches, stains, cracks, holes, broken fittings or other defects should be described clearly.

Where possible, include the location and extent of the defect rather than using general wording.

This can be especially important for floors, walls, kitchen surfaces, bathroom fittings and appliances.

Photographs are useful when they clearly show the condition of an item or defect at the start of the tenancy.

Take wider photographs for context and closer photographs for detail where appropriate.

Keep the original files with the date information and store them together with the handover report.

Meter readings can help establish which utility consumption belongs to the previous occupant and which belongs to you.

The relevant meters depend on the property and local billing arrangements.

Photographing the meter display can provide a useful record in addition to writing down the number.

The handover documents should ideally list how many keys, access cards, remote controls or other access devices you receive.

Check that each one works and note any missing or damaged item.

The same list can later be used when the tenancy ends.

If appliances or furnished items are included in the tenancy, check their visible condition and basic operation.

Record missing shelves, broken handles, damaged surfaces or known faults.

Where serial numbers or inventory numbers appear in the report, check that they match the actual item.

The condition report may also describe whether the property was clean at handover.

If there are significant issues such as dirty appliances, mould, heavy deposits or leftover belongings, record them rather than assuming they will be treated as pre-existing later.

If you disagree with part of the report, ask for the wording to be corrected before signing where possible.

If the other party will not change it, you may be able to add a written reservation or separate note, depending on the process used.

Keep evidence of any disagreement you raised at the time of handover.

It is common to notice additional problems only after using the property for a few days.

The rental agreement or local rules may set a period for reporting defects discovered after handover.

If you find something significant, report it in writing promptly and include photographs or other evidence where useful.

Recording a defect does not always mean that the landlord has agreed to repair it immediately.

If a repair is needed, make the request clearly and separately if necessary.

Keep the condition report, repair request and any response together so the history remains clear.

These records may not become important until years later when the tenancy ends.