Flat handover record — move-in

Published byDocMuse

The record made on the day a flat in Poland is handed to the tenant: the state of the flat, its furnishings, the electricity, gas, water and heating meter readings, the keys handed over and any defects noticed, signed by both sides. When the flat is returned its state is compared with this record — which is what decides which damage happened during the tenancy, and so what may be deducted from the deposit.

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Common questions

Why make a record when moving into a rented flat?

It is the only proof of the condition the flat was handed over in. On return the flat is compared with it to decide which damage happened during the tenancy, and so what the landlord may deduct from the deposit. Attach dated photos and note every scratch, stain and fault, however small.

What if the parties disagree about the state of the flat at handover?

Write the disagreement into the notes before signing: either side may record its reservations, and photos can be attached. A record signed with reservations is better than none, because it fixes the state on the day of handover. Refusing to sign does not undo the tenancy, but it makes a later deposit dispute harder for both sides.

Why are the meter readings written into the record?

Because utilities are settled from those numbers. The reading on handover closes the account with the previous occupant, and the reading on return closes it with the tenant. Add each meter's number next to its reading, so that with several meters there is no doubt which reading belongs to which.