What is a move-in/move-out protocol?

The inventory: analysis and facts

What exactly is the apartment handover protocol?

The move-in inspection report (often also called the handover report or acceptance report) is a written document that records the condition of the apartment in detail . twice created :

• Upon moving in: The apartment handover protocol documents any existing defects. This prevents you from being held liable for damages caused by the previous tenant when you move out.
• Upon moving out: Here, the current condition is compared with the apartment handover protocol from the move-in to identify new damages that are your responsibility.

Legally, creating a move-in inspection report is not mandatory in Switzerland . However, it is in the strong interest of both parties. Without a move-in inspection report, the burden of proof often lies with the landlord, which is disadvantageous for them. For you as the tenant, however, the move-in inspection report is the safest way to get your deposit back in full.

Contents: What should be included in the apartment handover protocol?

A professional move-in inspection report goes through each room. It's more than just a checklist. The following points must be included in the move-in inspection report :

• Condition of surfaces: scratches in the parquet flooring, dowel holes in the walls, cracks in the tiles. All of this must be documented in the apartment handover protocol. noted become .
• Functional test: Do all the stovetop burners, the extractor fan, the taps, and the windows work? A good Apartment handover protocol Confirms functionality .​
• Key inventory: How many keys (front door, mailbox, basement) are being handed over? The apartment handover protocol serves here as Receipt .
• Meter readings: Electricity, water and gas (if measured separately) are noted in the apartment handover protocol in order to correctly allocate the ancillary costs.

The more precisely the apartment handover protocol is worded, the better. Instead of "floor scratched," the handover protocol should state: "Two deep scratches (approx. 5 cm) in the parquet flooring in the living room, to the left of the window." Photos are the perfect complement to the apartment handover protocol .

The legal effect of the signature

This is the most critical point. The move-out inspection report serves a dual purpose: it's both an inventory and an acknowledgment of liability. If you sign a move-out inspection report stating, "Tenant will bear the costs for sanding the parquet floor," this is considered an acknowledgment of liability. You will then have very little recourse, even if the damage was actually "normal wear and tear."

Therefore, be extremely careful before signing the move-in inspection report . If you disagree with a point (e.g., because you consider the damage normal wear and tear), you may still sign the report , but you must add a reservation . Write on the report by hand : "I disagree with point X / this does not constitute an admission of liability." Without this addition, the move-in inspection report can become a costly trap.

Defect list and deadline for late notifications

Nobody notices everything at first glance. Moving in is often stressful. What if you only notice damage three days after moving in, but the move-in inspection report has already been signed? Don't panic. The law grants you a grace period for reporting hidden defects. You generally have 10 to 14 days (depending on your rental agreement) to report defects in writing via registered mail. This notification then becomes an integral part of the move-in inspection report . Use this timeframe! Carefully inspect all appliances. A defective oven that isn't noted in the move-in inspection report and isn't subsequently reported is considered accepted by you – and, in case of doubt, potentially damaged by you.

Normal wear and tear vs. tenant damage

The most frequent point of contention in the apartment handover protocol is the distinction between damage and wear and tear.

• Normal wear and tear: shadows from pictures on the wall, footprints in the carpet. These are covered by the rent and should not be listed as a cost item in the move-in inspection report .
• Excessive wear and tear (damage): red wine stains on the carpet, deep dents in the parquet flooring, door frames scratched by the cat. These damages are recorded in the apartment handover protocol and are the tenant's responsibility.

Landlords often try to classify normal wear and tear as damage in the move-in inspection report (e.g., repainting the walls after 10 years). Be familiar with the paint lifespan chart! If a paint job has reached its lifespan (usually 8 years), you don't have to pay anything, even if the walls are no longer white. The move-in inspection report cannot pass these costs on to you.

Tips for creating the protocol

To ensure the apartment handover protocol works to your advantage:

• Lighting: Conduct the inspection only in daylight. A handover protocol completed in the dark often overlooks defects.
• Time: Don't rush. A thorough apartment handover protocol takes about an hour for a 3-room apartment.
• Photos: Take photos of every defect and note in the apartment handover protocol : "See photos".
• Witnesses: Take someone with you. Four eyes see more than two, which improves the quality of the apartment handover protocol .

Digital vs. Analog Apartment Handover Protocol

More and more property management companies are using tablets for the move-in inspection report . This is convenient because photos can be integrated directly. However, make sure you can read the digital move-in inspection report carefully before signing it (don't just scroll on the small screen). Demand that the move-in inspection report be sent to you immediately as a PDF via email. Do not sign a digital move-in inspection report if you have not been able to fully review its contents.

Conclusion

The move-in inspection report is far more than just a bureaucratic formality . It defines the condition of the rental property and distributes financial responsibility. A properly completed move-in inspection report protects you from unjustified claims when you move out.

Never sign blindly. Be aware that the move-out inspection report can be considered an admission of liability. Exercise your right to raise objections and meticulously inspect for any defects upon moving in, ensuring you update the inspection report promptly. Taking the move-out inspection report seriously will ultimately save you a lot of time and money.

Do you want to manage your move and documents stress-free and ensure that no deadlines are missed? Loft offers you the digital platform to organize your living arrangements simply, securely, and transparently.

Glossary

• Apartment handover protocol: A written document that records the condition of an apartment upon move-in and move-out and serves as evidence of defects and damages.
• **Notice of defects: The written notification from the tenant to the landlord regarding defects discovered after signing the handover protocol (usually within 10-14 days).**
• Depreciation schedule: A list that defines after how many years fixtures (e.g., parquet flooring, paint) are considered fully depreciated. Important for cost allocation in the apartment handover protocol .
• Acknowledgement of debt: A legal effect of the signature on the apartment handover protocol upon moving out, by which the tenant confirms that they will pay for any damage.
• Normal wear and tear: Signs of use resulting from contractual living and which must not be held against the tenant in the apartment handover protocol .