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🔑 Fill in a property handover protocol – free

🇬🇧 Under UK law

Moving in or out? Document meter readings, keys and the condition of every room right at the appointment – filled in on your phone in the browser and signed digitally by both sides. Free and without an account.

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In brief: the handover protocol

A handover protocol (condition/inventory report) documents the state of a property at move-in or move-out: defects, meter readings, keys. It is rarely required by law, but it is the key evidence in deposit disputes.

Last reviewed: July 2026

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What’s inside

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What matters for a property inventory / check-in report in the UK

A check-in and check-out inventory records the condition of a rented property at the start and end of a tenancy. It is the single most important piece of evidence if there is a dispute about the deposit.

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It protects the deposit
The deposit is the tenant’s money. To keep any of it, a landlord must evidence the deductions. A dated inventory signed by both parties, ideally with photos, is what a deposit scheme’s adjudicator will look for.
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Record the condition room by room
Note the state of walls, floors, fixtures, appliances and meter readings. Fair wear and tear cannot be charged for – so distinguish genuine damage from normal use.
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Both parties should sign and date it
A report only one side has seen carries little weight. Sign and date the check-in and the check-out, and give the tenant a copy of each.
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Deductions must be evidenced, not assumed
If a deposit is protected in a government-approved scheme, disputed deductions can go to free adjudication – and the landlord has to prove the loss against the check-in condition.
✅ All there – and checked by hand: our template covers the points listed above. Editorially reviewed (as of July 2026). You can of course use your own template too – filling in and signing work with any PDF. Not a substitute for legal advice.
✨ Coming soon: upload your own template and let our AI check whether everything important is included.

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Draw with your finger or scan your paper signature – it ends up as clean ink in the PDF (eIDAS: simple electronic signature).
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Frequently asked questions

Why is a handover protocol so important?
It records the condition of the apartment on the day of handover. Without it, disputes about the deposit or repairs come down to word against word – with it, you have evidence.
Does it work for move-in and move-out?
Yes. At the top you simply tick whether the handover happens at move-in or move-out. Ideally, complete a separate protocol for each.
Can I fill it in during the appointment?
Yes – that’s exactly what it’s made for. Open the template on your phone, walk through the rooms together, enter everything and both sign right on the screen.
Should we take photos?
Absolutely. Photograph defects and meter readings as well and keep the pictures together with the protocol PDF – together they make complete documentation.
Is a handover protocol legally required?
No – but it is the single most important piece of evidence in deposit and damage disputes. No move-in or move-out should happen without one.
What if the landlord refuses to sign?
Complete the protocol anyway, date it, take photos, and bring a neutral witness if you can. Then send the landlord a copy in a provable way. Even a unilateral protocol with photos carries substantial evidential weight.

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Note: this template is a carefully prepared sample for simple everyday cases, provided without guarantee and no substitute for legal advice. Tamgara creates simple electronic signatures under the eIDAS regulation; it is not suitable for documents that legally require written form.
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