The move-in report: requirements, content and completion

What is a move-in report?

A move-in report (indflytningsrapport) is a document that records the condition of the home at the point when a new tenant takes over the tenancy. It is an important tool for both parties:

• For the landlord: documentation of the home's condition on move-in, which is necessary in order to claim restoration on move-out.
• For the tenant: evidence of pre-existing faults and defects that the tenant cannot be held responsible for.

Without a move-in report, it is almost impossible to prove that damage did not exist at the tenant's move-in.

Is the move-in report required by law?

That depends on how many units the landlord lets.

Landlords who let more than one residential unit (in tenancy law called professional landlords) must, under section 90 of the Rent Act, inspect the home in connection with the move-in and prepare a move-in report. The incoming tenant must be called to the inspection. There is no fixed statutory deadline for the invitation, but the tenant must have reasonable notice, and in practice at least 1 week's notice is recommended.

The move-in report must be handed to the tenant at the inspection (possibly digitally). If the tenant is not present, or will not acknowledge receipt, the report must be sent to the tenant no later than 2 weeks after the inspection.

Landlords who let only one residential unit are not obliged to hold a move-in inspection or prepare a report. It is, however, strongly recommended anyway, as the report is the same important documentation on a later move-out.

Consequence of a missing inspection or report: if a landlord with a duty to inspect breaches the rules, the landlord's claim for restoration on move-out lapses. Excepted, however, are claims for damage the tenant is responsible for.

What should a move-in report contain?

A thorough move-in report documents the home's condition room by room.

Basic information

• The address (including floor and door)
• The move-in date
• The name and contact details of the landlord and tenant
• A reference to the tenancy agreement

Condition description room by room

Go through all rooms systematically, and for each room record:

• Walls (paint or wallpaper: condition and colour)
• Ceiling (condition)
• Floors (parquet, tiles, laminate: scratches, stains, wear)
• Windows and doors (function, sealing, glass)
• Any faults and defects with a precise description

Special rooms:

• Kitchen: units, worktop, oven, extractor, fridge and freezer (if included), sink
• Bathroom: taps, shower or bathtub, toilet, tiles, grouting, ventilation
• Hallway: front door (lock, sealing), letterbox
• Basement and loft rooms: if included, including damp and discolouration

Installations and technical

• Electricity: sockets, switches and light fittings: do they all work?
• Water and heating: radiator valves, traps, pipes
• Appliances: washing machine, dishwasher, cooker and more (if included)
• Keys: the number of keys handed over and any laundry card

Appendices

• Dated photos
• A copy of the latest statement of the internal maintenance account (if relevant)

Move-in report vs. move-out report

The two reports go together:

Document	Timing	Purpose
Move-in report	On the tenant's move-in	Documents the condition at the start
Move-out report	On the tenant's move-out	Documents the condition on handover

On move-out, the two reports are compared. Damage that does not appear in the move-in report but appears in the move-out report can be required to be repaired by the tenant, provided it goes beyond normal wear and tear.

What is normal wear and tear? It is the deterioration that follows naturally from ordinary use over time. Note that under the rules the tenant cannot be required to hand back the home in a better condition than it was on move-in. Examples:

• Slightly faded paint on walls: normal wear
• Deep scratches in a parquet floor from heavy furniture: damage beyond normal wear
• A few screw holes in walls: typically normal, but a large number of holes can constitute damage

Step by step: how to fill in the move-in report

Step 1: prepare the inspection. The home should be cleared and cleaned before the inspection. Tenant and landlord meet at the address at the agreed time.

Step 2: go through the home systematically. Record everything, including small things. It is better to document something trivial than to miss something that ends in a dispute.

Step 3: take photos. For each recorded point, take at least one dated photo.

Step 4: signature. Both parties sign the report. If the tenant will not sign, note it ("the tenant does not wish to acknowledge"). The tenant does not have to agree with the content for the inspection to be valid.

Step 5: a copy for the tenant. The tenant must get a copy, at the inspection or no later than 2 weeks after if the tenant was not present. Digital delivery is valid.

The move-in report's role in the deposit settlement

The deposit can cover the costs of restoration beyond normal wear, unpaid rent and other justified claims.

The restoration claim on move-out is calculated by comparing the move-out report with the move-in report. Only matters that did not appear in the move-in report and are not normal wear can be deducted from the deposit.

Digital move-in reports

It is possible today to fill in and sign move-in reports digitally. The advantages include that photos can be attached directly, that both parties can sign from a phone or computer, that there is automatic timestamping, and that the report can easily be shared with both parties and the rent tribunal if needed. A digital report is legally equivalent to a paper report when the parties have accepted it.

Typical mistakes in move-in reports

1. Only general descriptions. "Living room: normal condition" is useless. Describe precisely, for example: "Living room: the left wall has flaking about 30 x 20 cm by the window."
2. No photos. A report without photos has limited evidential value.
3. Only the landlord signs. The tenant must be invited and given the chance to take part.
4. Delayed completion. Fill in the report at the inspection, not afterwards.
5. No copy for the tenant. The tenant must get their copy in good time.

Getting off to a good start

A thorough move-in report, combined with a clear tenancy agreement and a move-out report on the tenant's move-out, is the foundation of a well-documented tenancy. If you are a landlord with more than one unit, remember that the inspection and the report are required by law, and that the claim for restoration can otherwise lapse.

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Disclaimer: this article is for information only and does not constitute legal advice. Tenancy law is complex, and specific situations can differ from the general rules. Contact a lawyer or the rent tribunal in specific disputes.