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Rental Handover Checklist

Record a rental move-in or move-out handover.

Owner Tenant

Overview

Deposit disputes are rarely about dishonesty. They are about two people remembering a room differently, six months apart, with no record between them.

This checklist produces that record. It captures the parties and dates, every key, card, remote and parking device handed over, opening meter readings for electricity, water and gas, the condition of each room, and the furniture and appliances included. At move-out it captures the same again, alongside closing readings, damage observations and the deposit settlement.

Because both sides sign the same record at both ends of the tenancy, there is far less to argue about at the end of it.

What you end up with: A signed handover record both parties hold a copy of.

Who it is for

  • Landlords and tenants at move-in and move-out, and anyone managing a rental on an owner's behalf.

Features

Everything this resource tracks, grouped the way it is laid out.

Parties and dates

  • Landlord details Name, contact number and correspondence address.
  • Tenant details Name, contact number, alternate contact and occupant count.
  • Property Address, unit number and the parking slot reference.
  • Rental dates Agreement start and end, notice period and lock-in.

Access

  • Keys Count of main and duplicate keys handed over.
  • Access cards Society or building access cards, with card numbers.
  • Remotes Gate, garage and appliance remotes handed over.
  • Parking devices Parking tags or stickers, with the slot they belong to.

Meters

  • Electricity meter Meter number and the reading at handover.
  • Water meter Meter number and the reading at handover.
  • Gas connection Connection reference and the reading or cylinder count.

Condition

  • Photos and video Whether a photo set and walkthrough video were captured, and where they are stored.
  • Room condition Room-by-room condition notes at the time of handover.
  • Utilities Whether utility accounts were transferred, and the account references.

Inventory

  • Furniture and appliances Every item handed over, its quantity and its condition.

Move-out

  • Move-out inspection The inspection date and who attended it.
  • Final meter readings Closing readings for each utility, against the opening ones.
  • Damage observations What changed beyond fair wear and tear, with photographs referenced.
  • Deposit settlement Deductions with reasons, the amount refunded and the date.

What the handover record captures

A preview of the structure, section by section.

01 Parties and dates

  • Landlord details
  • Tenant details
  • Property details
  • Rental start and end dates

02 Items handed over

  • Keys
  • Access cards
  • Remotes
  • Parking devices

03 Meters

  • Electricity meter number and reading
  • Water meter number and reading
  • Gas connection reference and reading

04 Condition evidence

  • Photographs and video
  • Room-by-room condition
  • Furniture and appliance inventory
  • Utility status

05 Move-out

  • Move-out inspection
  • Final meter readings
  • Damage observations
  • Deposit settlement

Included resources

Files delivered with this product.

  • Xlsx Move-in Handover Record The full move-in record including inventory and meter readings. 217 KB Preview available
  • Xlsx Move-out Handover Record Closing readings, damage observations and deposit settlement. 305 KB After purchase
  • Xlsx Inventory Schedule Itemised furniture and appliance list with condition ratings. 454 KB After purchase
  • Pdf Printable Handover Form A two-sided form to complete and sign on site. 366 KB After purchase
  • Guide Photo and video capture guide What to photograph, in what order, and how to reference it. 209 KB After purchase

Questions about this product

No. It records the physical handover: what was given, in what condition, with which readings. Your rental agreement is a separate document and this does not replace it.

Both parties, each with a signed copy, ideally with the photographs attached or referenced. A record only one side holds is worth much less at move-out.

Yes. Some landlords run a shortened version at a periodic inspection so that problems are recorded when they appear rather than at the end.

No. TrustBrick does not hold, transfer or escrow money. The deposit is settled directly between the parties; this resource only records what was agreed.
Important

This is a factual record between the parties. It is not a rental agreement and does not replace one, and whether it is relied upon is a matter for the agreement between the parties and applicable law.

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Buyer Tenant
₹199