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. Put the list in the app and say which time suits you.