Property handover report template
A handover report records the condition of a flat at the moment it changes hands: meters, keys, furnishings and defects. At the end of a lease the landlord settles the deposit against it, so make it detailed and include photos. Below is a template to copy or download for Word, plus a version to fill in on a phone in the flat.
Property handover report template
The template works for move-in, move-out or a sale. Mark which handover it is.
PROPERTY HANDOVER REPORT
Handover
Reason: [start of lease / end of lease / sale] (delete as appropriate)
Under the [lease / purchase] agreement dated [date]
Handing over
[full name], born [date of birth], residing at [address], phone [phone]
Taking over
[full name], born [date of birth], residing at [address], phone [phone]
Property
Flat No. [number] at [address], floor [floor], layout [layout], extras: [cellar / storage / parking space]
Meter readings
Electricity meter No. [number] — reading [reading] kWh
Gas meter No. [number] — reading [reading] m³
Cold water meter No. [number] — reading [reading] m³
Hot water meter No. [number] — reading [reading] m³
Heat meters / allocators: [readings]
Keys and access
Flat keys: [number], building keys: [number], mailbox keys: [number], fobs: [number]
Furnishings
[kitchen, appliances, furniture] — condition: [description]
Defects and damage found
[description, or: no defects]
Photos: [number] photos taken on [date]
Signatures
The parties confirm that this report reflects the actual condition.
Place [place], date [date]
Handing over ............................................
Taking over ............................................
What not to forget at a handover
Meters with their numbers
Record the meter numbers as well as the readings. Utility bills are split between the old and new tenant based on them.
Dated photos
Photograph every room and every defect. In a deposit dispute a photo in the report carries more weight than a description.
Keys and fobs
Count keys to the flat, building and mailbox. A missing key at move-out is often deducted from the deposit.
Normal wear is not damage
Tenants are not liable for normal wear and tear. Keep wear and damage apart in the report.
How to fill in and sign a handover report online
- 1
Create the form from the template
The button below creates a form with the fields from this template. Add, remove or rename fields in the editor.
- 2
Fill it in on site on a phone
The form works on phones and tablets with no app to install. Take photos with the camera straight into the image field.
- 3
Sign with a finger
A form can have two signature fields, so both parties sign on the same device right there.
- 4
The PDF arrives by email
After submitting, a PDF with the details and signatures is generated and emailed. Photos stay stored with the response. Each response stores the time and IP address.
When to draw up a handover report
- At the start of a lease, when the tenant moves in
- At the end of a lease, when the tenant moves out
- When selling a flat or house
- When handing over a company flat or office
A general template
The template does not replace legal or tax advice. Adapt it to your situation. Gatherino does not provide legal advice.
FAQ
Is a handover report mandatory?
The law does not always require one, but without it the condition of the flat and meters is hard to prove. In a deposit dispute it is usually the key evidence.
Can both parties sign online?
Yes, when they are at the handover together. The form has two signature fields and both parties sign with a finger on the same phone or tablet.
How many photos can I add?
You can upload several photos at once into the image field, straight from the camera too. They are saved with the response and shown in its detail view.
Is the template free?
Yes. Copy the text or download it for Word for free, no sign-up. The online version works on the free plan up to 100 responses a month.
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