Purpose of This Document

The minutes of takeover — also known as a property condition report or inventory — is completed when a tenant moves in. It records the state of every room, all fixtures and fittings, meter readings, and the number of keys handed over. This document is the single most important tool for preventing deposit disputes.

What to Record

Walk through every room together — landlord and tenant — and note the condition of walls, floors, ceilings, windows, doors, kitchen appliances, bathroom fixtures, and any furniture included. Use the categories: Excellent, Good, Fair, or Poor. Attach photographs.

• Walls, floors, ceilings — condition and any existing marks
• Doors and windows — function, locks, glass
• Kitchen appliances — working order, cleanliness
• Bathroom — tiles, taps, toilet, shower
• Electricity and water meter readings on takeover date
• Number and type of keys handed to tenant

Signing and Storage

Both landlord and tenant must sign the completed document on the day of handover. Each party keeps a copy. Photographs should be dated and stored securely. This document takes precedence over verbal claims in any future dispute about the deposit.