A practical paperwork routine for move-in and move-out, with questions to agree before money changes hands.
Agree the terms before paying
Write down the deposit amount, who receives it, what it is for, when it can be deducted and how a return will be handled. Distinguish a refundable deposit from an advance rent payment or non-refundable fee; those labels should not be used interchangeably.
Ask who is authorised to agree these terms. A person who has keys is not necessarily authorised to receive a deposit. If identity, authority or an agreement term is unclear, pause and seek appropriate local advice.
Make a shared move-in record
With permission, take dated photographs of existing marks and fittings. Keep an inventory of any items included with the flat. Agree how both parties will acknowledge the record; simply keeping pictures on your own phone does not mean the other party accepts them.
- Record meter readings, the number of keys and the date possession changes.
- Describe existing damage specifically, including its location.
- List agreed repairs with the responsible person and expected timing.
- Keep receipts and payment references privately. Never publish identity documents, bank details or signatures in a review.
Plan the handover before you move out
Check the notice and handover provisions in your own agreement. Arrange a joint inspection where possible and ask for an itemised explanation of any proposed deduction. Keep cleaning, repair and utility receipts that relate to the discussion.
Request written acknowledgement of key return and the agreed next step for the deposit. If there is a disagreement, separate amounts both sides accept from those still disputed and keep your communication factual.
Understand what this checklist can and cannot do
A clear record can help explain a disagreement, but it does not guarantee a refund or establish your legal rights. Requirements and remedies depend on the facts and applicable rules. For a specific dispute, get advice from a qualified local professional.
BariViews is not a deposit escrow or rental tribunal. You can describe your own deposit experience in a policy-compliant review, but a public review does not replace a private dispute process.
Read the review policy before sharing an experience
These guides offer general information, not a property endorsement or personalised professional advice. Examples are illustrative; confirm current costs and important details yourself. Contact the team
