Rental property handover: a checklist for landlords and tenants

Start with a record of the unit’s condition

Handover provides an opportunity to record what both parties observe at a particular time. Prepare the contract reference, address and unit number, agree an inspection time and decide how to store notes. An organised record supports discussion of the actual condition instead of relying on memory at the end of the lease.

Ejar describes a condition-recording service requiring a registered contract; its published scope covers eligible residential leases. Check availability and applicable timing for your lease rather than assuming the same process is available for commercial property.

Inspect the unit in a consistent order

Start at the entrance and follow a room-by-room route that can be repeated at return. Record the location and observation rather than a general statement that damage exists. Organised photographs are more useful than many images with no indication of the room shown.

This is an inspection checklist, not an allocation of repair liability. Recording a defect does not, by itself, establish who must pay. Refer to the contract, the cause and the appropriate specialist when responsibility is disputed.

• Doors, windows, locks and the number of keys handed over.
• Walls, floors and visible signs of moisture or leakage.
• Included fixtures and observations about their visible condition.
• Meter identifiers and readings where relevant.
• Any agreed spaces or facilities associated with the unit.

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Make photographs and descriptions understandable

Take an overview, followed by a closer photograph where needed. Name files by unit, room and inspection date, and keep them with the record. Avoid capturing people or personal documents unnecessarily.

For example, instead of writing that an air conditioner is broken, identify the room, describe what was observed and note whether a technical check was requested. Do not state an unverified cause or use an undated image from another unit.

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Finish with clear follow-up points

Review the notes together and distinguish agreed observations from matters still requiring verification. Record what needs follow-up and who will communicate about it, without inventing repair promises or financial settlements.

At the end of the lease, compare the condition against the original record. Vacating the premises or returning keys does not replace checking the contract status and relevant official procedures. Keep available documents and correspondence, and clarify the appropriate next step if a disagreement or incomplete request remains.