Move-in and move-out inventory report template (PDF)

What is an inventory report for?

An inventory report ("état des lieux") describes the condition of the property, room by room, when the tenant moves in or out. Signed by both parties, it becomes the reference if there is a disagreement: the landlord knows what was handed over, and the tenant knows what has to be returned. It is the document that prevents most disputes over the deposit.

Move-in and move-out inventories

The move-in inventory is drawn up when the keys are handed over. It records the condition of walls, floors, openings and fittings, the meter readings and the number of keys. The move-out inventory is drawn up when the tenant leaves, using the same layout: each item is compared with what was noted at move-in. Only the difference beyond normal wear and tear can give rise to repairs. Choose the type in the template: the move-out document adds a reminder of the move-in inventory and a space for any deductions.

The inventory and the security deposit

In this site's residential lease template, the deposit is returned at the end of the lease, minus any amounts due and the cost of tenant repairs noted in the move-out inventory. Two precise, detailed, signed inventories make it possible to justify each deduction, or to dispute it. To work out the deposit amount, try the deposit and advance rent calculator.

What to note, room by room

• for every room: walls and paint, ceiling, floor, doors and locks, windows, sockets and switches;
• for the kitchen and bathroom: the sink, taps, cupboards, shower, water heater and drains;
• the water and electricity meter readings;
• the number of keys, badges or remote controls handed over;
• remarks: marks, scratches, cracks, items that do not work, with their location;
• the name and signature of both parties, on every copy.

The generated PDF is a template to print and fill in on site: tick the condition of each item (good, fair, poor), write your remarks, then have the landlord or their representative and the tenant sign. This template is provided for guidance only; adapt it to your property and your lease. The document is generated in French, the legal language in Côte d'Ivoire.

To go further, ImmoTopia lets you carry out move-in and move-out inventories room by room (page in French) and compare them to spot what has deteriorated. To choose a tool, read our guide to inventory software selection criteria (in French).