What is a move-in report?

When a rental property changes hands, you must document its condition at the time of takeover—whether it’s an apartment, a townhouse, or a commercial property such as an office, store, or warehouse. This documentation is called a move-in report, and it is crucial if a dispute later arises over who is responsible for paying for wear and tear, damage, or repairs when the tenant moves out.

Contents

What are a move-in inspection and a move-in report?

A move-in inspection is the actual inspection of the rental property. It typically takes place when the tenant receives the keys. During the inspection, the landlord and tenant review the condition of the rental property room by room—floors, walls, ceilings, windows, doors, fixtures, and furnishings.

The move-in report is the written document that the landlord prepares based on the inspection. The report describes the condition of the rental property at the time of move-in and serves as a common point of reference for both the landlord and the tenant. When it is time to return the property, you compare the report with the move-out inspection, and any differences determine what the tenant is liable for.

The rules differ for residential and commercial leases

It matters whether the lease is for residential or commercial property—the law imposes different requirements in each case.

For residential leases, the Rent Act requires a move-in inspection and a move-in report if the landlord owns more than one rental property. This requirement applies to lease agreements entered into after July 1, 2015. If the landlord does not comply with these rules, the landlord loses the right to demand repairs when the tenant moves out.

For commercial leases, the Commercial Lease Act applies, which does not require either a move-in inspection or a move-in report. The parties agree in the lease agreement whether to prepare a report and how the process should be carried out. We strongly recommend it nonetheless, as thorough documentation at move-in makes the move-out process much smoother for both parties. At Stensdal, we always inspect and document the condition of the property when a business takes over one of our commercial leases —whether it’s office space, retail space, a business address, or warehouse and production facilities.

Report Contents: What to Include

There are no legal requirements regarding the format of a move-in report—neither for residential nor commercial properties. The more detailed the report is, the stronger it stands as evidence should a dispute arise later.

For a residential lease, the report must, at a minimum, describe the condition of the ceiling, walls, floors, windows, doors, and woodwork, as well as light switches and outlets, locks and keys, radiators, and pipes. You should also thoroughly inspect the kitchen (countertop, sink, cabinets, and appliances) and the bathroom (toilet, sink, shower or bathtub, and tiles).

For commercial leases, the inspection often takes a different form and is tailored to the use of the leased property. The report typically covers office and warehouse spaces, floors and floor coverings, ceilings and lighting, technical systems such as ventilation, electrical and IT cabling, as well as common areas and outdoor spaces. Always supplement the report with photos of the property so there is no doubt as to the condition in which it was handed over.

How to Assess the Condition of a Rental Property

In many move-in reports—especially for residential rentals—a standardized set of ratings is used to describe the condition of individual items:

Code	Meaning
N	Refurbished
G	Good condition
D	Poor condition
S	Worn, but still usable
F	Not available

In addition to the condition of the property, the report often notes whether an item needs to be painted, repaired, replaced, or cleaned at the tenant’s expense. The system originated from forms used by the Ministry of Housing and applies primarily to residential leases. In commercial leases, the parties have greater freedom to agree on a format that suits the specific lease and industry.

Deadlines for Submitting the Report

In residential lease agreements, the landlord must provide the move-in inspection report to the tenant during the inspection itself, if the tenant is present. If the tenant is not present, or if the tenant does not acknowledge receipt, the landlord must send the report no later than 14 days after the inspection. If the landlord fails to meet this deadline, the landlord loses the right to demand repairs upon the tenant’s move-out, unless there has been a clear breach of contract on the tenant’s part.

If the tenant subsequently discovers any defects or deficiencies not listed in the report, the tenant must notify the landlord in writing no later than 14 days after the start of the lease.

For commercial leases, there is no statutory deadline. In such cases, the parties’ agreement in the lease contract determines when and how the documentation must be provided.

Move-in Report or List of Defects and Deficiencies—What's the Difference?

Many people confuse the two documents, but they are issued by different parties. The landlord (or the landlord’s representative) prepares the move-in report in connection with the move-in inspection. The tenant, on the other hand, prepares the list of defects and deficiencies afterward if the tenant discovers any defects or deficiencies that are not listed in the move-in report.

The list of defects and deficiencies has the same evidentiary value as the move-in report, so be thorough and feel free to include photos. For residential leases, the list must be submitted to the landlord no later than 14 days after moving in in order for it to serve as documentation in the event of a future dispute.

If an inspection has not been performed, or if you are missing a report

If the landlord does not conduct a move-in inspection or does not provide the report in a timely manner, the landlord generally loses the right to demand repairs upon move-out in a residential lease. As a tenant, you should still take matters into your own hands: notify the landlord of any defects and prepare your own list of defects and deficiencies within 14 days—preferably with photographic documentation.

The situation is different for commercial leases because there is no corresponding legal requirement. If there is no documentation of the property’s condition at the time of move-in, you should take the initiative to conduct a joint inspection with the landlord and have the results documented in writing, so that both parties have a clear baseline when the property is eventually returned.

The Most Important Thing to Remember About the Move-In Report

A move-in report documents the condition of the rental property when the tenant takes possession of the keys, and it becomes crucial if a dispute arises when the tenant moves out. For residential leases, an inspection and report are required by law if the landlord owns more than one rental property, and the landlord must provide the report at the time of the inspection or no later than 14 days afterward—otherwise, the landlord loses the right to demand repairs. For commercial leases, there is no corresponding legal requirement, but a thorough report is still the best safeguard against disputes for both parties. Regardless of the type of lease, the same advice applies: the more detailed and well-documented with photos the report is, the stronger the position of both the tenant and the landlord will be when the property is eventually returned.

If your business is looking for new office space, check out our available commercial properties, or contact us to learn more about how we handle move-ins at Stensdal. If you’re looking for a place to live, read more about our residential properties.

Frequently Asked Questions About the Move-In Report

What is a move-in report, and what should it include?

A move-in report is a written record of the condition of the rental property at the time of move-in. At a minimum, it must describe the condition of the floors, walls, ceilings, windows, doors, and fixtures, and you should supplement it with photos.

Is it required by law to conduct a move-in inspection and prepare a move-in report?

For residential leases, this is required by law if the landlord has more than one rental property, in accordance with the Rent Act. For commercial leases, there is no corresponding legal requirement—in such cases, the parties agree on the terms themselves in the lease agreement.

What should I do if I haven't received a move-in report or if a move-in inspection hasn't been conducted?

In a residential lease, the landlord usually loses the right to demand repairs when you move out if an inspection or report is missing. Nevertheless, document the condition of the rental property yourself—for example, with photos and a list of defects and deficiencies—within 14 days. In a commercial lease, you should contact the landlord and arrange a joint inspection, as there is no equivalent legal consequence.

Katrine Ildal Nielsen

Katrine is Head of Property & Asset Management at Stensdal, with over 15 years of experience in areas such as institutional real estate investment and international real estate companies. She brings a strategic and operational holistic perspective to issues related to leasing, operations, and portfolio development.

Read more about Katrine