An inspection report at the beginning of a tenancy — also known as an intake report or initial report — is actually very simple: you and the tenant record together what the property looks like on day one. That becomes the reference point for everything that follows.
It does not have to be a bureaucratic document. It is just a clear overview that gives both sides certainty. Here are the things you want to include.
General details
Start with the basics: date, address, name of the tenant and name of the landlord. It sounds obvious, but this ties the report to the right tenancy agreement. Two tenants? Include them both.
Meter readings
This is one of the easiest things to record and it almost always prevents disagreements later on. Note at the start:
- Electricity — one or two tariffs, including the meter number
- Gas — including the meter number
- Water — including the meter number
- Heat — if applicable, in the case of district or block heating
Take a photo of each meter too. That way there is never any question about what the initial reading was.
Keys
Which keys are you handing over? Note the number and type — front door, room key, letterbox, storage. Are there access passes or codes? Write those down as well.
If a key turns out to be missing at the end of the tenancy, you know exactly how many were handed over at the start.
The condition of the property room by room
This is the most detailed part, but it goes quickly if you just go room by room. Describe the condition of the floor, walls, ceiling and any appliances or furniture included.
Think of:
- Bedroom or living room
- Kitchen and kitchen appliances
- Bathroom and toilet
- Hallway and entrance
- Storage, balcony or garden if included
You do not need a separate note for every tiny mark. Just use a general description — "good", "light signs of use", "damaged" — and add a photo for anything that stands out. Photos are the easiest way to record the initial condition, and they speak for themselves.
Existing defects
If anything is already damaged or broken at the start, note that too. Not to assign blame — but precisely to make sure the tenant is not held responsible for something that was already there.
A scratch on the doorframe? A drawer that sticks a little? Write it down. The tenant will appreciate it, and so will you.
Special arrangements
Are there any agreements that are not covered by the standard tenancy agreement? Garden maintenance, whether or not pets are allowed, arrangements about repainting at the end — put them in the report. Then they are in writing and everyone knows where they stand.
Signatures from both parties
The report only becomes a truly shared document once you have both signed it. That way you confirm together: this is what the property looked like on day one, these are the meter readings, these are the arrangements.
With Kamerinspectie you sign directly in the app — the tenant simply signs on the screen. The signature is then embedded in the PDF report that is available to both parties afterwards.
In practice
With all of the above in place, you have a complete picture of the starting condition. And here is the nice thing: if everything goes smoothly during the tenancy — which is the case most of the time — you never have to look at it again. But if something comes up at the end that you do not agree on, you have a clear point to go back to.
That makes the conversation easier, the handover smoother and the whole rental relationship a lot more relaxed.
Want to get this right from the start? Learn more about creating a move-in inspection report, or see how you later draw up a move-out report and document the deposit and damage beyond dispute.