Apartment handover checklist: what to record when you move in or out
· 5 min read
Record four things at a handover: every fixed appliance with its brand, model and condition, meter readings for electricity, water and gas, all keys and access cards, and the warranty cards, manuals and AMC contracts in force. Photograph all of it on the day — the photographs, not the list, are what settle a dispute months later.
A handover is the one moment when everything about a home is fresh and documented — or lost forever. Whether you're a tenant, a landlord, or a buyer, an hour of recording now prevents most future disputes.
Appliances and fittings
This is the half that gets skipped and the half that costs money later. Condition at handover is only ever provable from a photograph taken on the day.
- List every fixed appliance — AC, geyser, chimney, fans, modular kitchen units — with brand, model, and condition.
- Note which are under warranty and collect the invoices and warranty cards.
- Photograph the condition of each, plus walls, flooring and fittings.
- Record the last service date of the AC, geyser and purifier if known.
Meters and utilities
Readings on the handover date, photographed with the meter number visible in the frame. A figure written on a form and disputed six months later is worth very little on its own.
- Electricity, water and gas meter readings on the handover date, with photos.
- Details of any active connections, DTH, broadband, and their account numbers.
Documents and access
Count the keys and collect the paperwork in the same sitting. Chasing an NOC or a warranty card after the other party has moved out rarely goes well.
- Keys — main door, duplicate sets, mailbox, and any amenity access cards.
- Society/HOA contacts, maintenance dues status, and NOC if required.
- Warranty cards, appliance manuals, and any AMC contracts in force.
The cleanest way to hand all this over is a single document the other party can keep — appliances, warranties, service history and contacts in one place. A maintenance report they can actually use is worth far more than a folder of loose receipts.
Common questions
What should be included in an apartment handover checklist?
Four groups. Every fixed appliance with brand, model, condition and warranty status. Meter readings for electricity, water and gas. All keys, duplicate sets and amenity access cards. And the paperwork: warranty cards, manuals, AMC contracts, society contacts, dues status and an NOC where one is needed.
What should I photograph at a flat handover?
Each appliance's nameplate, each meter with its reading and meter number in the same frame, the general condition of walls, floors and fittings, and any existing damage in close-up. Photographs taken on the handover date are the only thing that reliably settles a condition dispute afterwards.
Do I still need meter photos if the reading is written on the handover form?
Yes. A figure on a form is easy to dispute and hard to prove. A photograph showing the meter face, the reading and the meter number together is not, and it takes a few seconds.
Who is responsible for servicing appliances in a rented flat?
There is no universal rule, which is exactly why it belongs in the agreement rather than in an assumption. The common split is that repair of landlord-provided fixed appliances stays with the landlord while routine consumables, RO filters being the usual example, fall to the tenant. Whatever you agree, write it down at handover rather than discovering the disagreement when something breaks.
Your Home Docket keeps all of this in one place — every appliance, its warranty, its service history, and a reminder before the next service is due, shared with your whole family. It's free. Create yours in a couple of minutes.
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