An inspection report describes the property and its fittings when the tenant moves in, and again when they move out. Comparing the two documents is what shows which damage the tenant is responsible for, and therefore what can be deducted from the security deposit. A precise, photographed and signed inspection report prevents most disputes.
Why it's the most disputed document
At move-out, the landlord notices a stain, a cracked window, a damaged cupboard door. The tenant replies that it was already like that. If the move-in report only says "generally good condition", nobody can settle it. The precision of the move-in report decides the outcome at move-out.
Preparing the inspection
- Choose a time during the day, with good light.
- Allow enough time: you can't do a good inspection in ten minutes.
- Check that electricity and water are working so you can test the fittings.
- Carry out the inspection with both parties, or their representatives, present.
Room by room: what to describe
| Item | What to note |
|---|---|
| Floors, walls, ceilings | Material, cleanliness, stains, cracks, holes |
| Doors and windows | Operation, locks, glass, shutters, mosquito screens |
| Electrics | Sockets, switches, lighting, fuse board |
| Plumbing and bathrooms | Taps, drains, leaks, toilet flush, water heater |
| Fittings | Air conditioning, kitchen, appliances, furniture (for a furnished let) |
| Meters and keys | Meter readings, number of keys and badges handed over |
Use a consistent condition scale (new, good, worn, damaged) and describe defects precisely: "10 cm scratch on the cupboard door in bedroom 2" rather than "a few scratches".
Photos and signatures
Every defect noted should be photographed, and every room should have at least one overall photo. Photos must be dated and attached to the document. Both parties sign, and each keeps a copy.
At move-out: compare, cost, return
The move-out report uses exactly the same grid as the move-in report. You compare line by line, allowing for normal wear and tear given the length of the tenancy. The rules for returning the security deposit (deadlines, permitted deductions) depend on the country's regulations: check them before costing any deduction.
Digital inspection reports
With Locagex inspection reports, you carry out move-in and move-out inspections on a phone or tablet, room by room, with photos and signatures, and the PDF is generated immediately. At move-out, the move-in grid is reused automatically for a line-by-line comparison.
Frequently asked questions
What is an inspection report for?
It describes the condition of the property and its fittings when the tenant moves in and again when they move out. Comparing the two documents determines which damage is the tenant's responsibility, and therefore what can be withheld from the security deposit.
Are photos enough as an inspection report?
No, they complement the written description. A solid inspection report combines a room-by-room description, dated photos and the signatures of both parties. That's what the Locagex digital inspection report produces, as a PDF.
What if the tenant refuses to sign the inspection report?
Note the refusal, keep the photos and description, and turn to the remedies provided by your country's regulations (an official report by a bailiff, for example). It's better to prevent this by carrying out the inspection together and without rushing.