Crafting Comprehensive Check-In Reports: Best Practices for Landlords

One of the most crucial documents in property management is a check-in report. This report sets the foundation upon which a successful tenancy is anchored. By ensuring accurate and proper documentation of the state of a property right before a tenant moves in, landlords or letting agents can avoid disputes and better protect their investments.

Let us tell you how to compose an effective check-in report comprehensively that leaves no room for any doubt.

  • Use a standard template
A check-in report must be well-written and well-formatted. It must be exhaustive and consistent. Use a standard template so that the report can be understood easily. Create a checklist with sections. For instance, room descriptions, fittings, fixtures, and pre-existing damage.

If you need any help creating this report, Reports2Go is at your service. Our app and portal combination handles the complete report lifecycle, which not only includes check-in reports but also inventory, mid-term inspections and check-out reports.

  • Take excellent photographic evidence
Pictures not only say a thousand words, but they are also irrefutable evidence of the state of your property at a given time. Each appliance, room, and specific area of your house must be photographed. Ensure to use a high-definition device to capture these images. It would be even better if the pictures were timestamped. This is going to make the pictures more credible.

  • Write detailed descriptions
In addition to photographs, it is very important to include comprehensive notes and descriptions explaining the pictures. Specify the conditions of floors, walls, appliances, and windows. You can use key phrases like “minor scratch on kitchen countertop” instead of generic terms like “good condition.”

The more specific your descriptions are, the stronger the evidence in case of disputes.

  • Include an inventory of key and meter readings
Accurate records of electricity, gas, and water meter readings at the start of the tenancy must be mentioned in the report so that billing disputes can be prevented later. Also, you must list the keys provided to ensure accountability. This will prevent confusion at the end of the tenancy.

  • Conduct a walkthrough with the tenant
To ensure mutual understanding, walk the tenant through the property during the check-in process. Point out all the pre-existing issues and allow tenants to voice their concerns or ask questions.

This proactive approach is going to foster transparency and reduce disagreements or disputes later.

  • Have tenants acknowledge and sign
After documenting the condition of the property and creating the check-in report, present the report to your tenant. Both landlord and tenant must sign the report to confirm an agreement on the conditions that have been documented. Digital signatures can be used for further convenience in the process. Securing the acknowledgement from the tenant at the start of the tenancy helps landlords avoid potential conflicts when tenants vacate.

Summing up

So, create check-in reports before the start of the tenancy so that there is no room for disputes when the tenancy agreement ends. You can use Report2Go’s reporting tools to simplify the process of creating professional and comprehensive check-in reports.

Gary, 14 February 2025
Crafting Comprehensive Check-In Reports: Best Practices for Landlords

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