TL;DR
How move-in and move-out condition reports work across Europe. Legal requirements, what to document, how to avoid unfair deposit deductions in Germany, France, Spain, Italy, and more.
The condition report is the single most important document for protecting your rental deposit. Completed at move-in and move-out, it records the state of every surface, fixture, and appliance in the property. Without it, you have no evidence to dispute deductions. This guide explains how condition reports work across major European markets, what to document, and what to do if problems arise.
What a Condition Report Is
A condition report (also called an inventory, state of play report, or inspection report) is a written record of the property's condition at a specific date. It typically lists every room and notes the condition of walls, floors, ceilings, windows, doors, fixtures, appliances, and furnishings. Both the landlord (or their agency) and the tenant sign the document, making it legally binding. The move-in report establishes the baseline; the move-out report is compared against it to determine whether any damage occurred during the tenancy.
Legal Requirements by Country
France
The etat des lieux is legally required for all residential leases under the Loi ALUR. It must be completed at move-in and move-out, in person, by both parties or their representatives. The document must describe each room and the condition of each element (walls, floors, fittings, equipment). If no etat des lieux d'entree (move-in report) was completed, the tenant is presumed to have received the property in good condition, which makes it nearly impossible to contest deductions. The move-out etat des lieux should be compared line by line against the move-in version. If the landlord refuses to attend, the tenant can commission a huissier de justice (bailiff) to prepare the report at shared cost. Disputes over the condition report are handled by the Commission Departementale de Conciliation.
Germany
The Uebergabeprotokoll (handover protocol) is not legally mandatory in Germany, but it is standard practice and strongly recommended. Both parties typically walk through the property together, noting the condition of each room, taking meter readings (electricity, gas, water), and recording the number and type of keys handed over. The protocol should include notes on any pre-existing damage. German law distinguishes between normal wear and tear (Abnutzung) and damage (Beschaedigung). Landlords cannot deduct for normal wear: scuff marks on walls, minor nail holes, and worn carpet in high-traffic areas are considered normal. Disputes over the Uebergabeprotokoll can be escalated to the local Mieterschutzverein (tenant protection association).
Spain
The inventario or acta de entrega is common practice but not legally required for all lease types. For furnished rentals, it is especially important because the landlord can claim for damaged or missing furnishings. The inventory should list all furniture, appliances, and their condition. Under the LAU, the fianza (deposit) can only be used for damage beyond normal wear, so the inventario is your proof of what was normal. Agencies in Spain typically handle the inventario as part of their service.
Italy
The verbale di consegna (delivery report) or inventario is standard but not universally required by law. For contratto concordato leases, landlord associations often provide standardised inventory templates. The report should list all furnishings (for furnished rentals) and note the condition of walls, floors, plumbing, and electrical systems. The cedolare secca tax option does not affect inventory requirements. At move-out, any discrepancies are resolved against the cauzione (deposit).
Netherlands
The opnamestaat (condition report) is standard practice in the Netherlands. For social housing, the Huurcommissie can be involved in disputes over condition. For free-sector rentals, the contract usually specifies the inspection process. Tenants should request a detailed inspection at move-in and ensure both parties sign. Agency fees in the Netherlands typically include the cost of preparing the opnamestaat.
United Kingdom
The inventory and schedule of condition is not legally required but is strongly recommended, especially because deposit disputes are resolved by government-approved deposit protection schemes (DPS, MyDeposits, TDS). Without an inventory, the deposit scheme has no basis for determining whether deductions are fair. Most letting agents prepare a detailed inventory with photographs. The Tenant Fees Act does not prevent landlords from charging for professional inventory preparation. At check-out, the inventory clerk prepares a comparison report noting any changes.
What to Document
For every room, record: the condition of walls (marks, cracks, paint quality), floors (scratches, stains, wear), windows (operation, seals, glass condition), doors (operation, locks, handles), light fixtures and switches (working or not), plumbing (taps, drains, water pressure), appliances (function, condition, model numbers if possible), and furnishings (condition, any existing damage). Take dated photographs and video. Pay special attention to kitchens and bathrooms, which have the most potential for damage claims. Note meter readings for all utilities. Record the number and type of all keys received.
Common Mistakes
Rushing the inspection is the most common error. Tenants often feel pressured to sign quickly on moving day. Take your time; this document protects thousands of euros. Other mistakes: not photographing every room (including inside cupboards and behind doors), accepting vague descriptions ("good condition" instead of "two small nail holes above window, left wall"), not noting pre-existing damage, not keeping a signed copy, and not requesting a joint inspection at move-out. If the landlord does the move-out inspection without you present, they control the narrative.