Why a handover report matters for a furnished room
A handover report creates a shared snapshot of the room or apartment at the moment the keys change hands. It helps both parties distinguish existing wear from later damage and records practical facts such as keys, meter readings and included furniture.
The most useful report is completed together, not sent afterwards. Walk through the property room by room, describe what you actually see and add dated photographs for anything that may later need explanation.
What to inspect and how specific to be
Record walls, floors, windows, doors, lighting, sanitary fittings, appliances and furniture. Avoid vague labels such as ‘good condition’ where a short description would be clearer. Count every key and access device, write down meter readings where relevant, and identify photo attachments so they can be matched to the correct room and observation.
What the template includes
How to use the template
- 1
Inspect room by room
Walk through the property together and describe existing damage precisely instead of relying on a general tick box.
- 2
Attach evidence
Photograph relevant details, reference the images, count all keys and record the meter readings.
- 3
Reuse it at move-out
Compare the final condition with the documented move-in condition and confirm the result together.
Handover mistakes that weaken the record
A form only helps when the entries are specific and accepted by both sides. Avoid:
- Completing the report alone or several days after the keys were handed over.
- Using check marks without describing scratches, stains, missing items or defects.
- Taking photos without dates, room labels or a reference in the report.
- Forgetting signatures, key quantities or a copy for each party.
Pair the report with a clear listing and agreement
A strong listing sets expectations before a viewing; a signed agreement and handover report then document what was promised and what was delivered.
Frequently asked questions
When should it be completed?
Ideally together at the key handover and again when the room or apartment is returned.
Can photos be added?
Yes. The template has space to reference attached photos so the evidence remains easy to match.
Is it only for whole apartments?
No. It can also be used for a single room and the shared areas included in the sublease.