Moving into a new home or preparing to move out of an apartment is exciting… but a little stressful. The inventory, a document signed by the tenant and the landlord or lessor, describes each room, item, and piece of equipment: walls, floors, ceilings, heating, gas, electricity, and furniture in furnished apartments. It serves as proof to prevent normal wear and tear from being mistaken for damage attributable to the tenant. When properly drafted and compliant with the Alur law, it protects your security deposit, reduces unjustified repair costs, and secures your lease agreement. This comprehensive guide shows you how to do it stress-free, step by step.

Inventory: definition, issues, and legal framework

When a tenant moves into or out of their home, it is always a key moment. The move-in and move-out inventories are mandatory documents that describe in detail the condition of the property and each element: walls, floors, ceilings, equipment (heating, gas, electricity, appliances), furniture in furnished rentals, etc.

It is drawn up and signed by the tenant and the landlord (or their representatives: real estate agent, lessor, bailiff) on the day the lease is signed and on the day the tenant moves out. This official report plays an essential role: it serves as evidence in the event of a dispute over any damage attributable to the tenant, dilapidation, or normal wear and tear. It is also what will determine whether all or part of your security deposit can be retained.

According to the Alur law and the decree of March 30, 2016, the inventory must be drawn up in duplicate, in accordance with a standard model, dated, signed, and kept by each party to the contract. It must contain the following mandatory information: a detailed description of each room, meter readings (water, gas, electricity), the condition of the floor coverings (taking into account wear and tear), an inventory and description of the furniture (for furnished properties) and photographs if necessary.

The cost of the operation is generally borne by the landlord, unless the parties agree to share it. In the absence of an inventory, the law considers that the tenant has returned the property in good condition. This is where a precise and dated rental report becomes your best ally in avoiding unpleasant surprises and awkward situations.

💡 Practical tools : today, it is possible to carry out a digital inventory using applications and software such as Check & Visit, Weproov, or LocaGest. These solutions allow you to complete the document on a tablet or smartphone, add time-stamped photos, sign electronically, and send a copy directly to each party with acknowledgment of receipt. This saves time, increases accuracy, and provides better evidence in the event of a dispute.

The move-in inspection: how to prepare and carry it out?

On the day you move in, emotions are often running high: a new home, keys handed over, the start of a new life. But before you unpack your belongings, you need to carry out the move-in inspection. This official document, drawn up in the presence of the new tenant and the landlord (or their representatives), describes the initial condition of the rented property and each item it contains.

For this report to be useful on the day you move out, it must be accurate, complete, and signed by both parties listed on the lease agreement. Every room must be inspected: walls, floors, ceilings, doors, windows, heating systems, electrical installations, plumbing, coverings, and furniture if the property is furnished. Time-stamped photos are highly recommended, as is noting any defects, marks, or wear and tear.

Steps for a successful move-in inspection

1. Prepare your tools: a template that complies with the Alur law, a pen, a camera or smartphone, and possibly digital inspection software.
2. Review each item: note its condition using a condition rating scale (new, good, average, poor).
3. Be precise: indicate brands, colors, materials, and any signs of normal wear and tear or damage.
4. Have all parties sign and date the document. Everyone should leave with a copy.

💡 Digital tools: solutions such as ImmoPad, Check & Visit, or Weproov allow you to fill out the document directly on a tablet or smartphone, add photos, and send a signed version by email with confirmation of receipt. Faster and more secure than a paper version.

The move-out inspection: plan ahead to avoid disputes

The day you move out marks the end of the lease and the moment when the landlord and tenant check the condition of the property together. Compared with the move-in inspection, this determines whether any damage has been found and whether it is the tenant’s responsibility or due to normal wear and tear.

To avoid unpleasant surprises and preserve your security deposit, it is essential to prepare for this step carefully. A property that is returned in good condition, cleaned and maintained, facilitates an amicable agreement and limits the risk of deductions or problems.

Distinguishing between wear and tear and damage

Wear and tear refers to the normal deterioration of a property or its fixtures and fittings over time (e.g., paint that has faded after several years). Damage, on the other hand, is avoidable damage caused by improper use or lack of maintenance (e.g., a permanently stained wall). The tenant is liable for damage.

The wear and tear scale, sometimes attached to the lease, serves as a reference for assessing the lifespan of the fixtures and fittings and the applicable wear and tear rate.

Tips for preparing the move-out inventory

1. Do a preliminary inventory a few weeks before the move-out date to identify any issues that need to be addressed.
2. Carry out minor repairs: replace a light bulb, fill a small hole, screw a handle back on.
3. Clean the apartment thoroughly (floors, walls, windows, kitchen, bathroom).
4. Return all equipment to normal working order.
5. Prepare supporting documents if an item is already worn or damaged due to age.

💡 Digital tools: as with the move-in inventory, it is possible to carry out a move-out inventory on a tablet or smartphone with time-stamped photos and electronic signatures using apps such as Check & Visit or Weproov.

No inventory or disputes: how to respond?

When there is no inventory or it is incomplete, the risk of disputes between the tenant and the landlord increases. Without this document, it becomes more difficult to prove the initial or final condition of the property and therefore to determine whether any damage is attributable to the tenant or simply due to wear and tear.

If an entry inventory has not been carried out, the law considers that the property has been handed over to the tenant in good condition. In this case, the landlord can more easily claim repair costs when the tenant leaves. Conversely, if there is no exit inventory, the landlord will not be able to prove the existence of damage and will have to return the entire security deposit, unless there is evidence to the contrary.

In the event of a disagreement about the condition of the property, it is always preferable to start with an amicable approach by communicating directly with the other party to try to find common ground. If this discussion is unsuccessful, sending a registered letter with acknowledgment of receipt, accompanied by evidence such as dated photographs or written exchanges, will formalize the request. Another solution is to call in a judicial officer, who will draw up an official rental report, with the costs shared. If the dispute persists, the departmental conciliation commission, which is free and open to all, can intervene to reconcile the positions. As a last resort, it is always possible to take the matter to court to settle the dispute.

Whether the inventory is missing, disputed, or inaccurate, the key is evidence. Keeping all documents, photographs, and written correspondence allows you to effectively defend your rights and prevent a disagreement from turning into a costly dispute.

Mandatory information, documents, and templates: the kit for success

For an inventory to be valid, it must comply with specific rules set out in the Alur law and the decree of March 30, 2016. This document, whether drawn up at the start or end of a tenancy, in paper or digital form, must always include certain essential information. These include the full contact details of the landlord and tenant, the address of the property, the date of completion, and a detailed description of each room and its fixtures and fittings. Water, gas, and electricity meter readings, an inventory of furniture for furnished rentals, and the condition of the floor coverings must also be included. The signatures of both parties, along with the date, validate the document.

For greater accuracy and to avoid any disputes, it is advisable to add time-stamped photographs, as well as any comments on normal wear and tear or any defects found. A well-written inventory should make it possible, months or even years later, to accurately compare the condition of the property at the beginning and end of the lease.

Today, it is possible to obtain compliant templates, ready to fill out and available in Word or PDF format. These templates, based on legal requirements, facilitate the process and ensure that nothing is overlooked. They can be used for unfurnished rentals as well as furnished, seasonal, or student rentals. In addition, many digital tools allow you to complete them directly on a tablet or smartphone, add photos, sign electronically, and automatically send a copy to each party. This time savings and security are particularly valuable when the property changes tenants quickly.

In short, a compliant inventory is both a form of protection and proof. It secures the relationship between tenant and landlord, prevents misunderstandings, and provides a clear framework for the entire duration of the lease. It is therefore best to prepare it carefully, using a reliable and comprehensive template, so that you can move in or out of a property with peace of mind.