An entry inventory may seem secondary when picking up the keys, even though it largely determines the rest of the tenancy. It is THE document that sets in black and white the condition of the accommodation, the equipment and, if applicable, the furniture provided to the tenant. When it is too rushed, incomplete or imprecise, disagreements often arise upon departure. Conversely, a well-structured template allows you to get straight to the point, verify the right aspects and formalize every useful detail without leaving anything vague. At Beanstock we offer you a free inventory!
Points to check when moving into the accommodation
Walls, floors and ceilings
This is often where the first disagreements arise. A wall "in good condition" says almost nothing, whereas a mention such as "black marks near the radiator", "small chip at the bottom of the partition" or "visible scratches on the parquet in the corner of the living room" allows for a specific situation to be fixed. The move-in inspection must precisely describe the accommodation and record its state of conservation, room by room.
In practice, you need to look at the coverings methodically: paint, wallpaper, tiling, parquet, baseboards, ceiling, visible joints and any traces of moisture. This level of detail is not excessive. The 2016 decree provides that the inventory covers all the premises and equipment for private use mentioned in the lease, which includes a precise description of each part of the accommodation.
Doors, windows and locks
A door that closes poorly, a window that sticks or a lock that is hard to turn may seem secondary on move-in day. However, these are points to be noted immediately, as they affect the normal use of the accommodation. It is useful to check the opening, closing, condition of handles, hinges, glazing, shutters and locking systems. The inventory can be supplemented by observations or reservations, which allows this type of anomaly to be reported without delay.
In concrete terms, overly broad wording should be avoided. "Bedroom window correct" offers little protection, whereas "bedroom window opens correctly, handle loose, worn seal at the bottom" becomes usable in the event of a comparison upon departure. This is exactly the objective of the inventory: to protect landlord and tenant by comparing the state of the accommodation and its equipment between move-in and move-out.
Meters, equipment and furniture
Meter readings are essential upon move-in. The regulatory text explicitly provides for the mention of individual water or energy consumption meters when they exist. It is therefore necessary to record the visible indexes at the time the keys are handed over, without putting this check off until later.
You must also check the equipment present in the dwelling: hobs, oven, hood, water heater, radiators, taps, sockets, switches, VMC or even smoke detector if its apparent condition can be observed. The document must describe the accommodation and the equipment it contains, not just the general appearance of the rooms. This is particularly important when an appliance functions partially, shows visible wear or lacks accessories.
In furnished accommodation, vigilance must be even greater. The owner must provide an inventory and a detailed report of the furniture, in addition to the move-in inspection. In other words, a stained sofa, an unstable chair, a scratched table or an already sagging mattress must be clearly described from the start, otherwise the final comparison becomes much more blurred.
Keys, badges and accessories provided
This point is often dealt with too quickly, even though it is formally provided for in the minimum content of the document. The inventory must mention the keys or any other means of access to the premises for private or common use. This includes, depending on the case, keys for the entrance, mailbox, cellar, bicycle room, building badges, gate remote controls or specific access passes.
The right reflex consists of noting the exact number of items handed over, and not writing a vague formula. "Keys handed over" is insufficient. "2 apartment door keys, 1 mailbox key, 1 hall badge, 1 parking remote control" is much safer. In practice, this precision avoids discussions at the time of departure and secures the complete return of the accesses provided to the tenant.
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How to complete a move-in inventory without missing anything
Recording anomalies accurately
A useful check-in inventory does not rely on vague assessments. Writing u201cgood conditionu201d, u201cfairu201d or u201cnormal wearu201d for an entire room offers poor protection, because these phrases describe neither the location of the defect, nor its nature, nor its extent. On the contrary, the document must accurately describe the accommodation, its equipment and their state of repair. It is this precision that then allows for a true comparison with the check-out inventory.
Concretely, you must name the element concerned, locate the defect and qualify what is visible. A mention such as u201cbedroom wall: two filled holes above the socket, yellowed paint near the windowu201d is much more solid than u201cwall in average conditionu201d. The same logic applies to a scratched floor, a blackened joint, a loose handle or a chipped cabinet front. In practice, the more descriptive the wording, the less room it leaves for interpretation at the time of departure.
You must also think about immediate reservations. Public Service rappelle points out that the tenant can add details at the time of the inventory, for example if the water, gas or electricity meters are not connected. This type of reservation is valuable because it explains why certain checks could not be carried out on the day of entry.
Adding dated photos
Photos do not replace written text, but they significantly strengthen the value of the report when they illustrate a visible defect. The regulatory framework also provides that the description of each room and part of the accommodation can be illustrated with images. In other words, clean, legible photos taken in good lighting have their full place in a serious check-in inventory.
In practice, it is better to photograph clear anomalies rather than multiplying useless shots. A trace of damp, an impact on a door, a localized crack, a damaged wall corner or a stained piece of furniture must appear in an identifiable way. The ideal is to have both an overview to locate the area and a close-up view to show the defect. This duo works well because it prevents a photo from being contested on the grounds that it is unclear where it was taken.
The date also matters. Even if the regulations do not impose a single photo dating format, keeping files that are timestamped and consistent with the date the document was drawn up reinforces the credibility of the whole. And if a defect only appears after a few days, the tenant has 10 days to request an amendment to the inventory, as well as the first month of heating for heating elements. This allows a photo file to be usefully completed when certain problems are not revealed immediately.
Writing clearly
The quality of an inventory often depends on the clarity of its writing. The document must be able to be re-read several months later without ambiguity, sometimes in a tense context. It is therefore better to use simple, precise and concrete terms, rather than long sentences or overly subjective comments. The objective is not to draft a legal text, but to record a physical state in a way that is understandable for both parties.
Good writing generally follows a stable logic: observed element, recorded condition, useful detail if necessary. For example: u201cfront door: closes correctly, functional lock, interior paint peeling at the bottomu201d. This type of wording gets straight to the point and limits omissions. Conversely, a remark like u201cdoor okay despite a few defectsu201d remains too vague to be truly enforceable in the event of a disagreement.
Finally, you should not sign an incomplete document too quickly. If a point could not be verified, it is better to indicate it clearly. And in the event of a refusal to complete a clearly insufficient inventory of fixtures, ANIL points out that an appeal to the departmental conciliation commission can be considered. This is not the first reflex to have, but knowing that this appeal exists often encourages the drafting of a more serious document from the start.
Essential information to avoid disputes
Property information
A solid move-in inventory and condition report begins with identification details. The decree sets out a precise minimum content: type of report, date of preparation, location of the property, identity of the parties, and, if applicable, identity of the persons mandated to carry out the document. These elements may seem administrative, yet they are what clearly link the findings to the correct property, the correct lease, and the correct people.
Next, the description of the property must be usable, with details of the rooms, the private parts concerned, and the observed state of conservation. In practice, the clearer the identification is from the start, the less room there is to challenge the scope of the document several months later.
Useful reservations
Reservations are often what best protect both parties when everything cannot be verified immediately. The text specifically provides for the mention of individual water or energy meter readings, as well as the possibility of adding observations at the time of entry. This is useful, for example, if a meter is not accessible, if a piece of equipment cannot be tested at the time, or if a defect appears only after the first few days of occupancy.
It is also important to know that the tenant can request to supplement the inventory and condition report within 10 calendar days following its preparation, and during the first month of heating for heating equipment. This margin is precious, as some problems are not revealed at first glance nor on the exact day keys are handed over.
Signatures and copies
A move-in inventory and condition report only has real practical value if it is dated, signed, and given to each party. The document must be drawn up jointly, on paper or in electronic form, then given to the landlord and the tenant at the time of its signature. This immediate delivery is important because it avoids incomplete or modified versions after the fact.
Finally, annexes and related documents must be considered. In a furnished rental, the inventory and the detailed condition of the furniture must accompany the file given to the tenant. And when keys, badges, or other means of access are handed over, their number must appear clearly in the condition report. It is seemingly a detail, but it often carries significant weight when the property is returned.
What to remember
In rental matters, an effective move-in inventory does not rely on a complicated document or vague wording, but on a simple method: start with a reliable template, rigorously check every room, precisely describe visible defects, add useful photos, and never neglect readings, reservations, and access means provided. It is this level of precision that allows for a real comparison between move-in and move-out, limiting disputes and protecting both the landlord and the tenant. With our free template, the goal is precisely to make this step clearer, more comprehensive, and much more secure at the moment everything is at stake.
