The handover report is the document that protects both parties — landlord and tenant. Without it, any dispute over the deposit turns into a word-against-word situation. It is worth knowing how to draw one up properly and what it should cover.
What a Handover Report Is and When It Is Used
A handover report is a written description of the apartment’s condition at a specific point in time — at move-in or move-out. One should be prepared at every key handover. Comparing the two reports is the basis for assessing what changed during the tenancy.
What the Report Must Include
A well-prepared handover report contains:
- Date and parties (tenant’s full name, landlord’s or agent’s details)
- Property address
- Condition of walls in every room (colour, chips, stains)
- Condition of floors (scratches, cracks, damage)
- Condition of doors and windows (locks, handles, seals, glass)
- Condition of bathroom and kitchen (fixtures, tiles, grout, appliances)
- Inventory of furniture and appliances with condition notes
- Utility meter readings (electricity, gas, water)
- Keys and remote controls (number and type)
- Photo documentation — attached as an appendix
How to Describe Condition — Specific, Not Vague
Avoid phrases like “good condition” without elaboration. Instead, write: “bedroom wall — paint intact, small mark in bottom right corner (~5 cm)” or “living room laminate — one scratch near the balcony door, approx. 10 cm long”. The more precise the description, the less room for interpretation at move-out.
The same applies to the condition of building systems. Safety note: if the report identifies faults in the electrical, gas or plumbing installations, repairs must be carried out by a qualified professional — do not attempt to fix these yourself.
Photos as Evidence — How to Do It Properly
A photo without a reliable timestamp is a weak piece of evidence. Enable the date/time stamp in your camera settings or use the phone’s metadata. Photograph each room from multiple angles and close up — especially anything that might be disputed. Many Warsaw letting agencies take photos during the inspection; if yours does not, take your own.
Signatures and Copies — After the Report Is Done
Both parties should sign the report — landlord and tenant. Each party keeps one copy. If the landlord refuses to sign or to prepare a report, send your own documentation by email with read receipt. That creates a formal paper trail.
If repairs are needed before the move-out report is drawn up, a handyman can often close out the whole list in a single visit. Submit a request through the form and HandyMan24 will come at a time that suits you.