How to document a rental deposit and property condition
Treat the deposit as an evidence file, not a memory test. The practical goal is simple: at move-in and move-out, both sides should be able to compare the same list, the same photos and the same access items. A good record will not decide every disagreement by itself, but it makes each point specific and easier to review.
Start with one evidence pack
Create one folder for move-in and one matching folder for move-out. Name them with the date, building, unit number and party name, for example 2026-10-23_Building-Name_Unit-1204_Move-In. Keep the original files, not only screenshots or compressed copies from chat apps.
Your pack should contain five parts:
- proof of deposit payment or a written acknowledgement with amount, date and holder
- a room-by-room inventory
- dated photos and a short video walkthrough
- a key and access log
- an open-items list for anything promised but not yet cleaned, fixed or supplied
Before handover, ask the other side to confirm four practical points in writing: who will inspect at move-out, which inventory version will be the final reference, which access items are included, and which standard they want used for cleaning, repairs and missing items. That step helps both sides compare like with like later.
The same method works for residential units from the property catalogue and business space from the commercial listings.
Build the inventory so it can be checked later
Walk through the unit in one fixed order. A simple method is entrance first, then clockwise through each room. In every room, record:
- fixed surfaces and finishes
- fitted items such as doors, handles, sockets, switches and blinds
- appliances, furniture or equipment
- loose accessories such as remotes, shelves, manuals or bins
Use the same condition words throughout the document. For example: new, good, used with marks, needs repair, missing. If there is damage, write the exact location and size instead of a vague note. “3 cm chip on kitchen counter near sink” is much more useful than “counter damaged”.
| Area or item | Quantity | Condition at move-in | Photo refs | Serial/model/meter | Action agreed before occupancy |
|---|---|---|---|---|---|
| Entrance door and lock | 1 | Good | ENTR-01, ENTR-02 | Lock visible | None |
| Living room wall, north side | 1 wall | Used with marks | LR-WALL-N-01 | Not applicable | Repaint not agreed |
| Fridge | 1 | Good | KIT-FRIDGE-01, KIT-FRIDGE-02 | Model and serial recorded | Shelf missing, to be supplied |
| Parking remote | 1 | Good | ACCESS-03 | Remote number visible | Return with keys |
After the table, add practical notes that are easy to forget. In a furnished home, count even small removable items if they were handed over with the unit. In an unfurnished unit, still record air-conditioning controllers, curtain or blind controls, socket covers, appliance manuals, parking remotes and mailbox keys. If meter readings are shown at handover, save them in the same pack.
Take photos that support the inventory
Photos should match the inventory, not sit in a separate pile with no reference. A useful shot list is:
- four wide photos of each room, one from each corner
- close-ups of every defect
- close-ups of serial numbers and model labels
- photos of keys, cards, remotes and mailbox access items together
- meter photos if available
A short slow video walkthrough helps as an index, but it should not replace still photos. When you need to point to one stain, crack or missing shelf, a named photo is faster to review than a long video.
Use a naming rule that stays readable later, such as KIT-COUNTER-01 or BED2-WINDOW-02. Then write those file names into the inventory. Avoid notes like “see photos” with no reference.
Keep a separate key and access log
Keys and access devices should have their own record because they must be counted, tested and returned individually. Log each item as it is handed over. If an extra copy is made during the tenancy, add that copy to the same log.
| Access item | Count | Works | Handed over by | Date received | Date returned |
|---|---|---|---|---|---|
| Front door key | 2 | Yes | Owner representative | 2026-10-23 | |
| Access card | 1 | Yes | Owner representative | 2026-10-23 | |
| Parking remote | 1 | Yes | Owner representative | 2026-10-23 | |
| Mail key | 1 | Yes | Owner representative | 2026-10-23 |
For commercial premises, extend the same log to shutters, internal office keys, storage room keys, server rack keys and washroom access devices where relevant.
Keep an open-items list during the tenancy
Do not leave unfinished points buried in messages. Maintain one short running list for items that were promised at move-in or arose later and still need a clear status. Examples include a missing shelf, a broken blind already reported, or cleaning that was agreed but not completed before occupancy.
The useful columns are: item, first noted date, who was notified, related photo, current status, and whether the issue was present at move-in or appeared later. This list becomes important at move-out because it separates pre-existing or already reported matters from new concerns.
At move-out, compare like with like
Reuse the same room order, item names and photo angles from move-in. Do not create a new description style at the end of the tenancy. Then make one itemised disagreement sheet instead of one broad line called “damage”.
Separate the issues into categories such as cleaning, missing items, non-working equipment, stains, broken fittings and access items. For every point raised, ask two questions: which move-in line does it relate to, and which move-out photo shows it now?
| Issue or item | Move-in evidence | Move-out evidence | Your comment | Other side comment | Agreed action or status |
|---|---|---|---|---|---|
| Kitchen counter chip | KIT-COUNTER-02 | KIT-COUNTER-11 | Already present at move-in | Review requested | Pending |
| Missing fridge shelf | Inventory note and KIT-FRIDGE-02 | KIT-FRIDGE-12 | Not supplied at move-in | Review requested | Pending |
| Access card not returned | ACCESS-02 and key log | Return log blank | To be returned tomorrow | Agreed | Pending return |
If a point is still under discussion, mark it as pending instead of letting it disappear into a chat thread.
Your final sign-off checklist
Before you hand back the last key, check this:
- every disputed point links to a move-in line and a move-out photo
- unfinished promised works are listed separately from tenant-caused issues
- key, card, remote, parking and mailbox counts match exactly
- photo references in the inventory still open to the correct files
- both sides received the same final document set
- meter readings and final room photos were saved on the same date
- items never supplied at move-in are clearly marked as not provided
If you need to confirm how deposit deductions, condition standards or formal dispute handling should work in your case, collect those questions before signing or move-out inspection and verify them with the landlord, managing party or a qualified adviser. If you are choosing your next rental or purchase, start with the property quiz to narrow the shortlist first.