A handover report should show what was provided, what condition it was in, what was returned and what both parties agreed to check or repair.
Practical guide updated: 13 October 2026 · Singapore
Use the original inventory and condition report for both move-in and move-out. A good report reduces arguments about pre-existing defects, missing items and security deposit deductions. The signed tenancy agreement (TA) governs the parties' obligations.
Record everything handed over
List furniture, appliances, fittings, aircon remotes, door keys, letterbox keys, access cards, parking transponders and any digital-lock codes or devices. Record quantities and serial numbers only where useful and appropriate.
Photograph condition, not just objects
Take clear dated overview and close-up photos. Capture existing stains, scratches, chips, cracks, water marks and defects. Label photos with the location and issue, for example “Kitchen countertop — two pre-existing stains”.
Check appliances and utilities
Where safe and practical, check that the aircon, lights, taps, appliances and supplied remotes operate. Record meter readings and utility account arrangements. Report anything untested rather than assuming it works.
Allow the agreed defect-reporting process
At move-in, record issues that may not be visible during a short inspection. Follow any defect reporting or warranty period in the TA. A one-month defect period is a common negotiated term, not a universal legal rule.
Compare the same list at move-out
Tick items as returned, missing, damaged, pre-existing or needing further checks. Distinguish fair wear and tear from tenant-caused damage and consider contractor findings before allocating repair costs.
Sign off what is actually agreed
Record the date and time, who attended, keys returned, any disputed findings and any agreed follow-up. Both parties should have a copy. A signature acknowledging the inspection does not have to mean agreement with every disputed deduction.
Why does a detailed inventory matter?
A lamp is said to be missing at move-out, but the tenant says it was never supplied.
What to do next
- List keys, cards and fittings.
- Take dated photos.
- Compare the same record at move-out.
JC’s practical takeaway: An acknowledged inventory helps both sides.
What to capture before the tenant moves in
- Living room, bedrooms and kitchen: one wide-angle overview plus close-ups of existing marks
- Bathrooms: sinks, taps, shower fittings, toilet bowls and any leaks or water marks
- Appliances: model, condition, supplied accessories and any fault observed during testing
- Access: number of door keys, letterbox keys, access cards, remotes and parking devices
- Utilities: relevant meter readings and arrangements for account transfers
Practical tip: Store the report and dated photographs together, share them with both parties, and record anything that could not be tested.
Before the tenant returns the keys
Ask the tenant to review the Move-Out Checklist →, including the hood grease filter, washing-machine rubber seal, receipts for any required aircon or curtain servicing, utility coordination and the complete inventory. See the End-of-Tenancy Timeline → for the full process.
Deposit deductions: record any issue first, then reconcile it fairly against the TA and supporting evidence. Do not promise a full refund before the final inspection and accounts are completed.
Room-by-room photo checklist
A useful handover report should record condition, not just list furniture. Take wide photos for context and close-ups of existing defects. Date the report and give both parties a copy.
Walls, floors, windows, curtains, lights, furniture and visible scratches.
Hob, hood, oven, refrigerator, countertop, cabinets, sink and leaks.
Taps, drainage, water heater, shower screens, sanitary fittings and stains.
Aircon operation, remotes, digital locks, keys, access cards and utility readings.
When you discover a defect after collecting keys
- Photograph and describe the defect promptly.
- Report it within the period and method stated in the tenancy agreement, if any.
- Agree in writing whether it will be repaired, monitored or accepted as existing condition.
JC's practical tip: If an appliance works but makes an unusual noise, record a short video. A still photo cannot capture the sound.
Official reference
General educational information only, not legal advice. Inventory formats, defect periods, fair wear and tear and deductions depend on the signed agreement and individual facts.
What if the inventory says an appliance works but it does not?
At move-in, the dryer runs but makes a strange sound. Neither party records the noise, creating disagreement months later.
What I would check next
- Test appliances, lights, taps, locks and remotes during handover.
- Photograph and video the condition, including any unusual sounds.
- Record exceptions in the inventory and send them promptly in writing.
- Keep signed copies and agree how missing or defective items will be addressed.
JC's takeaway: Clear communication and a dated written record help both sides avoid preventable disagreements.
The unit looks fine at handover. Why take so many photos?
A scratch on the countertop is noticed at move-out, but nobody can tell whether it was already there.
What I would check first
Photograph walls, floors, furniture, appliance operation and existing defects; record meter readings and key counts; share the report promptly.
JC's practical takeaway: A detailed, dated inventory protects both landlord and tenant better than memory.