TL;DR
Complete move-in inspection checklist for European renters. Room-by-room guide to documenting property condition, legal requirements by country, and how to avoid deposit disputes.
The move-in inspection is the single most important moment for protecting your rental deposit. Whatever you fail to document on day one becomes your responsibility on move-out day. Across Europe, landlords routinely deduct for pre-existing damage that tenants did not record. This guide provides a systematic checklist for every room, explains the legal weight of move-in documentation in each country, and covers what to do when the landlord tries to skip the inspection entirely.
Why the Inspection Matters More Than You Think
In most European countries, the burden of proof for property damage falls on the tenant unless there is a documented move-in condition report. If you sign a lease without an inspection, the landlord can claim the property was in perfect condition when you moved in, and any scratch, stain, or malfunction becomes a potential deduction from your deposit. An inspection conducted properly, with photographs, timestamps, and both signatures, creates a legal baseline that protects both parties.
Country-Specific Legal Requirements
Germany (Uebergabeprotokoll)
The handover protocol is not legally mandatory in Germany, but it is standard practice and strongly recommended. It should list the condition of each room, meter readings (gas, water, electricity), the number of keys handed over, and any pre-existing damage. Both parties sign. If the landlord refuses to sign, take photographs with timestamps and send the protocol via registered mail (Einschreiben) to create a paper trail. German courts give significant weight to a signed Uebergabeprotokoll in deposit disputes.
France (Etat des Lieux)
France legally requires an etat des lieux d'entree (entry condition report) under the ALUR law. It must be completed jointly by tenant and landlord, listing the condition of every room, fixture, and fitting. If no etat des lieux is conducted, the tenant is presumed to have received the property in good condition, which puts the burden of proof on the tenant for any disputes. The document must be attached to the lease. If the landlord refuses, send a registered letter requesting one, and if they still refuse, hire a huissier de justice (bailiff) to conduct an independent report at shared cost.
Netherlands
Dutch law does not mandate a formal inspection, but most professional landlords and agencies provide one. The inspection report (opnamerapport or inspectierapport) lists the condition of walls, floors, fixtures, appliances, and outdoor areas. Without one, the tenant is presumed to have received the property in a reasonable state of maintenance. The Huurcommissie (Rent Tribunal) can be asked to assess disputes over property condition.
United Kingdom (Inventory Report)
UK letting agents typically commission a professional inventory report at the start of every tenancy. This is a detailed, room-by-room document with photographs covering walls, carpets, appliances, furniture (if furnished), and gardens. The report is compiled by an independent inventory clerk and forms the basis for any deposit deductions via the Tenancy Deposit Scheme (TDS), Deposit Protection Service (DPS), or MyDeposits. If no inventory was done, the landlord has a much weaker case for deductions.
Spain
Spanish law does not require a formal inspection, but Article 1562 of the Civil Code presumes the tenant received the property in good condition unless documented otherwise. A signed anexo de estado del inmueble (property condition annex) attached to the lease protects both parties. In practice, many Spanish landlords skip this step, which works against them if they try to deduct from the fianza (deposit).
Italy
Italy has no legal requirement for a move-in inspection. The verbale di consegna (handover report) is recommended but not mandatory. Without one, disputes are settled based on the general condition clause in the lease and any evidence either party can produce. Given the 1 to 3 month deposit return timeline and the difficulty of pursuing claims through Italian courts, a thorough inspection is your best protection.
Room-by-Room Checklist
Every Room
Check walls for cracks, stains, holes, and peeling paint. Test every light switch and socket. Open and close all windows; check locks, handles, and seals. Check floors for scratches, stains, and loose tiles or boards. Test radiators and heating controls. Note the condition of doors (hinges, handles, locks). Photograph the ceiling for damp patches, cracks, or discolouration.
Kitchen
Run every tap (hot and cold). Test the oven, hob, extractor fan, fridge, freezer, and dishwasher if present. Open all cupboards and drawers, checking hinges and runners. Check the worktop for burns, chips, and stains. Test the waste disposal if fitted. Note the condition of grouting and sealant around the sink and worktop. Photograph the inside of the oven.
Bathroom
Flush every toilet and check for running or leaking cisterns. Run the shower for 2 minutes and check water pressure and drainage speed. Check all taps for drips. Inspect grouting and sealant around the bath, shower, and basin for mould or deterioration. Test the extractor fan. Note the condition of mirrors, towel rails, and toilet roll holders.
Outdoor Areas
If the property includes a balcony, terrace, garden, or parking space, document these too. Check fencing, gate locks, outdoor lighting, and drainage. Photograph the condition of any decking, paving, or planted areas. Note whether garden maintenance is the tenant's or landlord's responsibility.
Documentation Best Practices
Use your phone to take photographs and videos with location and timestamp metadata enabled. Photograph every room from multiple angles, plus close-ups of any damage, staining, or wear. Record meter readings (gas, electricity, water) with photographs of each meter display. Create a written list alongside the photos. Email the complete set to the landlord or agent on the day of inspection, creating a timestamped record. Keep copies of everything in cloud storage and on a local device.
If the landlord is not present for the inspection, conduct it anyway with a witness (a friend, colleague, or your relocation agent). Send the completed report to the landlord by email and registered post.
What If the Landlord Refuses an Inspection?
Some landlords, particularly private ones, may refuse or avoid a formal inspection. This is a red flag. Document the condition independently, send the report to the landlord in writing, and keep proof of delivery. In France, you can hire a huissier. In the UK, you can request an independent inventory. In all countries, your own timestamped photographs and a written record sent to the landlord create a strong evidential baseline for any future dispute.
The Move-Out Mirror
At move-out, you will repeat this entire process. The comparison between your move-in and move-out documentation determines what the landlord can legitimately deduct. The more thorough your condition report at entry, the less room there is for dispute. Think of the move-in inspection as an insurance policy: 30 minutes of work that can save you hundreds or thousands of euros.