Finding accommodation, signing a lease, and then moving in often gives the impression that the main part is done. However, a discreet document can determine the entire rental relationship: the move-in and move-out inventory. In France, more than 2.7 million rentals change tenants every year according to the Ministry of Housing, and a significant portion of disputes concerns the condition of the home upon departure. A precise move-in and move-out inventory avoids these situations by establishing an objective snapshot of the accommodation. When correctly drafted, it protects both the tenant and the landlord, while legally securing the return of the security deposit.
Mandatory information in entry and exit inventory reports
Information on the accommodation and the parties
An entry and exit inventory must first clearly identify the actors and the accommodation concerned. This precision may seem obvious, but it constitutes the legal basis of the document. In the event of a dispute, an imprecise document can be challenged before a judge.
Specifically, several pieces of information must appear: the full address of the accommodation, the floor, the lot number if the property is in a condominium, but also the identity of the lessor and the tenant. When the owner goes through a professional — for example a real estate agency — the representative must also be mentioned. In some cases, there is also the name of the company that carried out the report when the inventory is entrusted to an independent service provider.
This precise identification is not just a formality. According to a study by ANIL (National Agency for Information on Housing) published in 2023, nearly 18% of rental disputes concern incomplete or imprecise documents, particularly regarding identifying the accommodation. A simple apartment confusion in a building can be enough to weaken a file.
Finally, it should be known that this information must correspond exactly to those appearing in the lease. Any discrepancy can create legal uncertainty regarding the validity of the document.
The date and type of inventory
The completion date is an essential mention in an entry and exit inventory. It allows the document to be recorded in the rental calendar and clearly establishes when the report was made.
Two types of inventory exist:
the entry inventory, carried out when the keys are handed over to the tenant, and the exit inventory, carried out at the time of the return of the accommodation. The law requires that these reports be carried out contradictorily, that is to say, in the presence of the tenant and the lessor (or their representatives).
This precision is far from trivial. The entry document becomes the reference that will allow the condition of the accommodation to be compared at the time of departure. If no entry inventory has been carried out, the law generally considers that the accommodation was returned in good condition, which can disadvantage the tenant when the security deposit is returned.
In practice, the date also allows for the management of certain deadlines. For example, after the entry inventory, the tenant has 10 days to request changes concerning certain elements of the accommodation, particularly equipment or installations. For heating, this period can even be extended until the first heating period.
Detailed description of each room
The heart of an entry and exit inventory relies on the room-by-room description of the accommodation. This level of detail is essential to avoid interpretations at the end of the lease.
Each space must be examined separately: living room, bedrooms, kitchen, bathroom, toilet, hallway or balcony. Outbuildings — cellar, garage, storeroom — must also be mentioned when they are part of the lease. The objective is to describe the condition of the accommodation with sufficient precision to be able to make a reliable comparison several months or several years later.
In practice, modern inventories often use structured observation grids. These include sections for surfaces, equipment, openings or electrical installations. This method avoids omissions and results in a more legible document.
This level of detail is all the more important since the average length of occupation of rental housing in France is approximately 3 years in the private sector, according to data from the Ministry of Ecological Transition published in 2024. After several years, it becomes difficult to remember the initial state of the accommodation without a precise document.
Signature of the parties and handover of keys
An entry and exit inventory only has legal value if it is signed by the parties. This signature confirms that the tenant and the lessor together recognize the condition of the accommodation as described in the document.
The signature generally takes place at the time the keys are handed over for the entry inventory, and when they are returned for the exit inventory. This is an essential step because it officially marks the beginning or the end of the enjoyment of the accommodation.
In the context of a rental, this formality is directly linked to the security deposit. In France, this deposit generally represents one month's rent excluding charges for an unfurnished rental and up to two months for a furnished rental, according to the regulations in force. Upon the tenant's departure, the exit inventory will serve as a reference to determine if any deductions can be made.
The signature also helps to avoid subsequent disputes. In the absence of a signature, an inventory may be considered non-contradictory. In this case, it can be contested in court, which complicates the resolution of the dispute and can extend the time limits for returning the security deposit, normally set at one month if no damage is found and two months in the event of degradation.
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The legal framework for the move-in/move-out inspection
Rentals concerned by the move-in/move-out inventory
In France, the move-in/move-out inventory (état des lieux) is primarily part of housing rentals used as a main residence, whether it is an unfurnished or furnished rental (including in a LMNP context). It is carried out when the keys are handed over at the beginning and when they are returned at the end, as part of the lease agreement. It is also practiced for many flatshares and can be provided for in certain specific leases (such as the mobility lease). On the other hand, for seasonal rentals or certain short-term accommodations, the rules are not those of the 1989 law, even if an inventory document remains useful.
Legal texts to know
The legal framework for the move-in/move-out inventory is mainly set by the law and its implementing texts: they define its contradictory nature, the conditions of completion, the distribution of costs, and its evidentiary value in the event of a disagreement. Knowing these references is particularly important when the housing is part of a rental investment, as the document often dictates the ability to justify potential rental repairs or deductions related to damages.
Law n° 89-462 of July 6, 1989 (article 3-2): principle, form, and modalities of the inventory
Decree n° 2016-382 of March 30, 2016: minimum content and organization of the document
ALUR Law (2014): reinforcement of formalism and enforceability
Civil Code (articles 1730 and 1731): presumptions in the absence of an inventory
Specific rules for the mobility lease: adapted application of the principles of the 1989 law
Obligations of the landlord and the tenant
The landlord and tenant must establish the inventory contradictorily, meaning in the presence of both parties (or their representatives), so that the findings are accepted and enforceable. It must be given (or accessible) to each person, and its drafting cannot be unilaterally imposed. Costs are in principle shared when it is carried out by a mandated professional; if it is done between individuals, it is generally free, and a justice commissioner may intervene if the situation becomes blocked.
Each party also has rights for a short period after entry: the tenant can request the modification of the inventory within legal deadlines to correct an omission or an error, particularly regarding certain functional elements. For their part, the landlord must allow a fair assessment and not prevent necessary verifications (or refuse a mention without motive). In practice, these rules protect both the tenant and the owner, as they frame the proof of the initial state of the accommodation.
The legal consequences are significant: without an entry inventory of fixtures, the accommodation is presumed to have been handed over in good condition (unless proven otherwise), which complicates the demonstration of damage attributable to the tenant. Upon exit, the document serves as a basis for comparison and evidence in the event of a dispute; in the event of persistent disagreement, the amicable route (written exchanges, conciliation) can be prioritized before a procedure. Respecting the legal framework therefore protects the validity of the report and limits disputes regarding responsibility for damages.
The content of an entry inventory of fixtures
General presentation of the accommodation
An entry inventory begins with a factual presentation of the accommodation, to avoid any ambiguity when comparing with the exit inventory. It indicates the address, the floor, the lot number if necessary, the nature of the property (apartment/house), the indicative surface area, the number of rooms and the annexes (cellar, parking, balcony, garden). Also add useful information to the context of the lease: type of rental (unfurnished or furnished rental), presence of common areas involved (landing, box) and any distinctive element (meters in a technical room, access by digital code, etc.).
Meter readings and equipment
Meter readings and identification of equipment secure the entry into the premises: they set an indisputable starting point for consumption and maintenance. Note the indexes on the day the keys are handed over (or the reference of the smart meter), as well as the location and serial number if accessible. As for equipment, the objective is to be precise without being verbose: brand, model, apparent condition, observed operation (simple test), and presence of instructions/remote controls. In practice, a few recurring sections are enough to cover the essentials.
Meter indexes (electricity, gas, water) and date/time of reading
Heating method and hot water production (collective/individual) + visible condition
Ventilation (VMC) and smoke detectors: presence and simple test
Appliances and provided equipment (if furnished): brand/model/condition
Internet box, intercom, controls (remote controls, badges): quantity handed over
Annexes and documents to attach
Annexes do not replace the description, but they reinforce the proof and understanding of the document. The most useful remains what helps to identify what is “provided” and in what condition: dated and captioned photos (especially for sensitive areas), detailed inventory in furnished rentals, or simple sketches if the layout is atypical. The annexes must be consistent with the inventory of fixtures: same vocabulary, same rooms, same equipment, to avoid contradictions that weaken the file.
In a furnished rental, the inventory is central: it completes the inventory of fixtures by listing each piece of furniture and accessory (bedding, lighting, dishes, curtains, etc.), ideally with quantities and condition. If you are in LMNP, this rigor is particularly useful: it clarifies what falls under furniture (therefore your supply) versus what falls under the tenant, and limits discussions on replacements. The annex can also indicate the presence of manuals, guarantees, or maintenance instructions given to the occupant.
Finally, think about practical documents related to the property: list of keys/badges handed over (and exact number), record of codes/access when relevant, and possibly a reminder of contacts (property management, caretaker, maintenance). Without entering the legal framework already treated elsewhere, the idea is simple: everything that facilitates the normal use of the accommodation and proves what has actually been handed over must be attached or mentioned. For a rental investment financed by a mortgage, this level of traceability avoids unforeseen costs and protects the stability of the rental yield.
Special mentions and reservations
The “special mentions” are used to record everything that does not fit into a standard box: anomaly already known, item being repaired, equipment not tested, or temporary situation (co-ownership work, shutter blocked but scheduled for repair). The important thing is to be factual: describe, locate, date, and specify if an action is planned (and by whom), without interpretation or judgment. A well-written mention prevents the same point from reappearing later as damage wrongly attributed.
Reservations, for their part, allow for securing the entry when a full check is not immediately possible (e.g.: boiler not tested for lack of gas, outdoor lighting not verifiable during the day). Formulate them clearly, indicating the item concerned and the reason for the impossibility of verification. Avoid “catch-all” reservations of the type “subject to everything”, which are often not very useful: a few targeted and verifiable reservations are better than a questionable general mention.
For a reservation to be actionable, it must lead to a verification: note the method (test on a given date, additional reading) and the way to record the result (dated and signed amendment, attached written exchange). In the case of a furnished rental, you can also reserve certain functional items (e.g.: dishwasher) if a full test was not possible, then add a quick observation after initial use, always in an objective manner.
Finally, use special mentions to record tolerances agreed upon at the time of entry, without infringing on the general obligations of the lease: for example, “living room wall: pre-existing wear mark above the radiator, photo n°3,” or “bedroom 2 paint: localized touch-up before entry, uneven appearance.” This precision protects both parties and limits future disagreements. For a landlord, it is also a practical lever to control restoration costs and preserve profitability, without turning the move-in inspection into a conflict-ridden document.
The content of the move-out inventory
Comparisons with the entry inventory of fixtures
An exit inventory of fixtures is not just a simple description at a specific point in time: it serves to note what has changed since the entry, room by room, in order to objectify any potential restorations. To be usable, it must follow the same logic as the entry inventory (same rooms, same level of detail, same categories: walls, floors, ceilings, woodwork, equipment). This comparison makes it possible to distinguish an old anomaly, already noted, from damage that occurred during the occupancy.
The most reliable method consists of coming with the entry inventory of fixtures (and any photos) and checking each element by qualifying it in a comparable way: “good condition”, “wear”, “scratches”, “stain”, “works/does not work”, etc. In practice, precision is gained by noting the exact location (e.g., “right corner of the living room”, “bedroom 2 closet door”) and describing the extent (size, number of impacts, length of a scratch). The objective is to avoid vague mentions that are later debated.
When a difference is noted, it must be formulated as an evolution compared to the entry: “parquet: additional superficial scratches”, “hood: no longer turns on”, “shower joint: blackened”. This approach is useful regardless of the lease, particularly in furnished rentals where the condition of furniture and appliances must be compared to their initial state. If a point is uncertain (e.g., intermittent operation), it can be noted as “to be checked” with a factual observation and, if possible, a dated photo.
Damage and normal wear and tear
The heart of the exit inventory of fixtures is to qualify what constitutes normal wear and tear (obsolescence) and what constitutes damage. Normal wear and tear corresponds to gradual deterioration linked to compliant use: fading paint, micro-scratches, aging joints, flattening carpet. Damage refers to avoidable or abnormal harm: large hole not filled, broken glass, torn-off door, burn on a worktop, mold due to an obvious lack of ventilation, or equipment damaged by misuse.
To limit disputes, the inventory of fixtures must describe without “judging”, then allow for a consistent qualification: mention of a depreciation schedule if it exists, comparison with the entry, and, if necessary, concrete elements (traces of impact, missing parts, malfunction noted during testing). In furnished rentals, this is particularly important for furniture and appliances, as a breakdown can result from wear or misuse. For a landlord in LMNP, this precision also facilitates the tracking of replacements and maintenance of the housing.
Elements to check on the day of departure
On the day of departure, the exit inventory of fixtures gains quality if the visit is organized as a functional check: housing emptied, accessible (cellar, parking, annexes), and sufficient lighting to identify defects. It is useful to plan what to test (light bulbs, USB charger, battery if needed) and to check the opening/closing of the woodwork. Any observation must be attached to a precise area and, when visible, illustrated by a photo, especially if it determines a repair or cleaning.
Opening/closing of doors, windows, shutters, locks
Operation of equipment (water heater/boiler, hobs, hood, ventilation, radiators)
Condition of floors, walls, ceilings (stains, impacts, traces of moisture)
Sanitary facilities and plumbing (leaks, joints, drainage, pressure)
Meter readings and return of all sets of keys/badges
Also remember to check elements often forgotten: smoke detector in place, unobstructed ventilation grilles, accessible filters, rental accessories (gate remote control, mailbox keys, cellar, bicycle room). If the housing is in a co-ownership, note any malfunction related to the private parts (intercom, landing door) without confusing them with the common areas. Finally, if reservations are necessary (e.g., upcoming technical intervention), they must remain factual and dated.
Once the document is completed, keep the evidence: copy of the move-out inspection, photos, possible estimates or invoices if repairs are planned. This traceability is useful to justify a restoration, but also to secure the handing over of the housing for the future (new tenant, quick re-letting, or compliance check). In a logic of rental investment, a well-documented move-out inspection allows for the planning of work, avoids unnecessary vacancies and preserves the rental yield by reducing the delays between two occupancies.
Best practices for a comprehensive inventory of fixtures
Common mistakes in the move-in/move-out inspection
An imprecise inspection report is the primary cause of disputes, especially when the lease agreement is old or when practices differ between landlord and tenant. Vague wording (u201cgood conditionu201d, u201cacceptableu201d) or a lack of detail regarding floors, walls, ceilings, and equipment make comparisons difficult and weaken any deduction from the security deposit. This is equally true for furnished rentals, where the smallest missing or damaged item can be a point of contention. For an owner in rental investment (including LMNP), rigor protects the relationship and, indirectly, the rental yield.
Using subjective terms without describing the actual condition (stains, scratches, cracks, operation)
Forgetting to date and identify photos or to clearly link them to a room
Failing to test elements (taps, sockets, lighting, shutters, heating)
Writing too quickly without noting pre-existing defects or visible repairs
Leaving areas "unverified" without explanation (cellar, balcony, outbuildings)
To avoid these traps, adopt a factual and repeatable description: locate (north wall, window side), qualify (micro-scratches, impact, trace of moisture), and quantify if possible (length, number). Systematically indicate u201cworks / does not worku201d after testing, and if access is impossible, explain why and schedule a dated subsequent check. Finally, review each room together before signing: an immediate correction is better than a confrontational exchange after the fact.
Tools to reliable the description
Simple tools significantly increase the quality of an inspection report: a room-by-room framework, time-stamped photos, and a digital medium that limits omissions. Dedicated applications allow for standardizing vocabulary, integrating snapshots by element (wall, floor, window), and generating a clear document. A tape measure, a flashlight (to spot defects), and an u201coperation testsu201d checklist help to objectify the observation without turning it into a technical audit.
The key is to organize the evidence: name the photos with the room and the element (e.g., u201cLiving_room_east_wall_01u201d), keep the original, and reference them in the document (annex or cross-reference). If you use a template, keep the same format for both move-in and move-out to facilitate comparison. For a landlord managing several units, this standardized method saves time, secures exchanges, and prevents details from getting lost over successive rentals.
Useful mentions in case of dispute
To reduce the risk of conflict, pay close attention to the u201cobservationsu201d section: note reservations (items to be re-checked, anomalies to be confirmed), disagreements (tenant/landlord versions), and any refusal to sign, along with the reason. Specify the delivery of a copy to each party, the attachment of photos (number and method of identification), and any special circumstances (cluttered room, impossible access). If damage is disputed, a neutral and dated phrasing (u201cvisible traceu201d, u201cnot testedu201d) is better than an accusation: it leaves a factual basis usable in mediation or before a judge.
What to remember
Because it engages the liability of both the landlord and the tenant, the move-in/move-out inspection must be drafted with the greatest care, respecting the mandatory information and the legal framework governing it. A precise description of each room, reliable meter readings, complete annexes, and clearly formulated reservations at both entry and exit make it possible to distinguish between normal wear and tear and damage, to justify any potential deductions from the security deposit, and to limit the risk of litigation. By adopting these best practices, each party has a balanced document, both a tool for legal protection and the basis for a peaceful rental relationship.
