Confirm the property is ready
Complete agreed works, cleaning and safety checks before the appointment.
- Test essential services and appliances.
- Remove personal items not included in the tenancy.
- Check the agreed furniture and equipment against the inventory.
- Prepare any outstanding issue note and expected resolution date.
Document condition and inventory
Walk through each area and record the state in a way both parties can understand and accept.
- Use dated photographs or video where appropriate.
- Record existing marks, wear and defects.
- List furniture, appliances, accessories and quantities.
- Obtain signed or digitally accepted acknowledgement.
Transfer access and operating information
Keys alone are not a complete handover. Residents also need practical information.
- Record every key, fob, remote and access code.
- Take meter readings and identify suppliers or account arrangements.
- Provide appliance, heating, internet and building instructions.
- Explain waste, community and shared-area rules where relevant.
Set the communication framework
Explain how routine questions, urgent incidents and emergencies should be reported.
- Confirm contact channels and realistic response expectations.
- Differentiate emergency, urgent and routine matters.
- Confirm rent dates and the first payment status.
- Send a concise written handover summary after the appointment.
Final handover checklist
- Cleaning and agreed works are complete.
- Inventory matches the property.
- Condition evidence is dated and accepted.
- Keys and access devices are recorded.
- Meter readings and service information are captured.
- Resident instructions have been delivered.
- Incident and emergency channels are clear.
- The handover summary is stored with the tenancy file.
Questions about this decision
Is a video enough for the condition report?
It can support the record, but a clear written inventory and accepted condition summary are easier to reference later.
Who should attend the handover?
The person authorised to deliver the property and the resident or an authorised representative should participate and acknowledge the record.
What if a defect remains on move-in day?
Record it, explain any effect on use, assign responsibility and provide a realistic resolution date in writing.
Official references
Requirements may change. Always review the current source and its application to the specific case.