Key collection is when the listing and verbal promises must meet the room's actual condition. A checklist you review together shows what has been handed over, what still needs fixing, and who will follow up. Make one readable record instead of taking many photos without descriptions.
Start with details that identify the room and date
Record the unit number or identifying details, date and time, people present for the inspection, and main contact method. Keep the viewing notes separate from the handover record, as some equipment or conditions may have changed. Ask permission before taking photos and avoid capturing other people's personal documents.
Inspect in a consistent order
Start at the entrance and work through one room at a time. Note the floors, walls, doors, windows, and relevant furniture. Take both overview shots that show the location and close-ups of points you need to record. Name each photo by room or checklist item so you can find the right spot later without guessing.
- Do the furniture items and quantities match what was agreed?
- Do the appliances and fittings you test during normal use work?
- Where are any marks or damaged parts, and has the landlord acknowledged them?
- When will any belongings left by a previous occupant be removed?
Record meter readings separately from items received
Record the water and electricity meter readings for the unit with the date and time. If a meter is in a restricted area, ask building staff to show or provide the reading; do not open a cabinet or equipment yourself. Count each type of key, keycard, remote, and access device, and ask whom to contact if one is damaged or lost.
Unfinished work needs an owner and a follow-up date
“We'll come and fix it” is hard to track. Record each item, such as the location, what you observed, the person coordinating it, and the date on which the appointment will be confirmed. If there is no date yet, mark it as awaiting confirmation; do not record a job as finished just because someone promised to do it.
Item … / Location … / Reference photo … / Condition at handover … / Action agreed … / Coordinator … / Follow-up date …
Keep a copy acknowledged by both sides
Review the list with the person handing over the room before you part and keep a legible copy. Store photos in a folder labeled by date; do not rely on a link that may expire. If information differs, request a correction or clear explanation. The record helps communicate the facts; questions of responsibility or disputes depend on the agreement and details of the particular case.
Use the same record as a starting point when preparing to hand back the rental. If you are still choosing a place, read the pre-rental viewing checklist.