Nikola Savić, a rental agent at City Expert, explains how to draw up a handover record for an apartment.
When an apartment is let and the keys change hands, that is the moment to record exactly what condition the property is in, what is in it and what the tenant and landlord take on. It matters most with furnished apartments: the owner has a clear list of everything handed over, and the tenant has proof of the condition at moving in.
What is a handover record?
A document that records the state of a property when one party hands it over and the other takes it. In a sale it can confirm that the buyer has taken the property, the keys and any agreed equipment; in a lease it can list everything that stays in the apartment and its condition. “The apartment is handed over furnished” is not enough.
Who signs it, and when?
The parties to the handover: buyer and seller, or landlord and tenant (for a company, the person authorised to act for it). Agents may take part, but the parties or their representatives sign. It is drawn up when the property is actually handed over: in a lease usually on moving-in day; in a sale as the contract provides. The date must match the real moment of handover.
What it should contain
- date and place of the handover
- details of landlord and tenant
- the general condition of the apartment
- existing damage or defects
- meter readings for electricity, water, gas and others
- the number of keys (apartment, mailbox, garage, cellar, storage)
- furniture that stays in the apartment
- appliances and other devices
- the condition of individual items where it matters
- items the owner is to bring, remove or replace
- items the tenant wants to bring in or buy, if agreed
- photographs, if attached
- the signatures of the parties
With a furnished apartment, the inventory matters most
Instead of “let furnished”, write for example that the living room keeps a corner sofa, coffee table, TV unit and TV, and the bedroom a bed, mattress, wardrobe and bedside tables.
With furnished apartments we advise a list as precise as possible of everything handed over: furniture, appliances, the number of keys. If the owner is to take a piece of furniture away, bring in an appliance later or buy something for the tenant, that should be recorded too.
A detailed record matters especially when the tenant is a company: it shows which items belong to the owner, which can be important in a dispute or enforcement against the company.
Photographs, existing damage, meters
Photographs do not replace the written record but are a useful addition, especially with damage, valuable equipment or a fully furnished apartment. Record everything that is already damaged or not working before the tenant takes over: it protects the tenant. Write down the meter readings and photograph them if needed.
Does it have to be certified by a notary?
No. It is enough that both parties sign it. It is not mandatory for every lease or sale, but it is recommended, especially for furnished apartments with valuable equipment, long leases, leases to companies and properties with earlier damage. If you let your property with our support, our agents will help you draw it up in line with the law.
