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.
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.
A well-prepared handover report contains:
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.
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.
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.