Move-in documentation guide: how to protect your deposit from day one

Create a dated condition record using room views, close-ups, appliance checks and written notes. Keep the originals and correspondence; a record supports discussion but does not conclusively decide a deposit claim.

What a condition record can establish

From the room to the written record

Whole-room view: locate the item
Close-up: record the mark
Appliance test: note what happens
Written record: ask for corrections

A room outline is an illustration, not an evidentiary photograph. No response is not automatic acceptance.

A record can help compare condition at handover and departure. It is not a guaranteed defence, an automatic shift of legal burden or proof that a particular deduction is prohibited. The agreement and applicable law also matter.

What to document — room by room

Photograph the whole room, then close-ups of marks or defects. Note the location, date and item. Test appliances where safe and permitted, and record observed faults rather than diagnosing their cause. Include relevant common areas and the agreed inventory.

How to timestamp your documentation

Retain original files and send a labelled record in writing. Ask for acknowledgement and corrections. A timestamp supports chronology; it does not make the record conclusive. No reply does not automatically mean the other party accepted every fact.

The inventory checklist

Compare each listed item and condition with what you observe. Note discrepancies before signing a condition acknowledgement where possible. If there is no inventory, prepare a clear list and seek confirmation.

What to do if something is broken at move-in

Report the observed fault and ask about the repair process in writing. A problem-free period applies only if agreed; it is not automatically 30 days. Check approval, urgency and repair conditions. Read the repair clause questions.