Your Rental Handover Checklist: Evidence That Can Save Your Deposit

A proper handover record should therefore be prepared before the tenant moves in.

Start with an inventory listing the furniture, appliances, keys, access cards and other items supplied with the property. Both the landlord and tenant should review and sign it. CEA also highlights the importance of preparing an inventory list where a security deposit will be returned at the end of the lease. 

Next, take clear photographs or videos of:

• Walls, flooring and ceilings
• Doors, windows and locks
• Furniture and mattresses
• Air-conditioners and appliances
• Bathrooms and kitchen fittings
• Existing stains, scratches or cracks
• Utility-meter readings

Send the record to the landlord or property agent and keep proof that it was received. If defects are discovered shortly after moving in, report them in writing immediately.

At the end of the tenancy, conduct a joint inspection whenever possible. Compare the condition against the original inventory and photographs, then record any agreed deductions.

Tenants should also keep invoices for professional cleaning, air-conditioner servicing and repairs required under the contract.

Good documentation does not guarantee that a disagreement will never happen. However, it replaces conflicting memories with evidence—and makes a fair resolution considerably easier.