Renting a property in the Netherlands involves several steps to ensure that both tenants and landlords are protected. One crucial document in this process is the check-in report. While it might seem like just another formality, it plays a pivotal role in avoiding disputes later on.
A check-in report is a detailed document that records the condition of a rental property at the time the tenant moves in. It includes information about the state of the property, such as:
The check-in report is typically created during a joint inspection of the property by the landlord (or rental agent) and the tenant. By that time, the rental agreement is normally signed. Both parties sign the report to confirm agreement.
Like a check-out report, a check-in report protects both tenants and landlords. At the end of the tenancy, the property’s condition is compared to the initial check-in report. If damages or cleaning issues are identified that go beyond normal wear and tear, the landlord can deduct the cost from the tenant’s deposit.
Under Dutch rental law, landlords must prove the condition of the property to justify any deductions from the tenant’s deposit. A check-in report, signed by both parties, serves as critical evidence in such cases.
The check-in report is usually prepared by the landlord or rental agent. However, tenants usually participate in the process to ensure accuracy and receive a digital copy later on.
By sharing this guide with your tenants ahead of the check-in inspection, you ensure everyone has the same expectations. This will save time and reduce misunderstandings. Here’s a pre-written email template to make this even easier for you:
Dear Tenant's name,
As the start of our rental agreement approaches, I wanted to share a short check-in guide that I am planning to follow.
You can find the guide here: https://uprent.nl/templates/check-in.
If you have any questions, feel free to reach out.
Landlord's name
There are many templates available online, but (in our humble, unbiased opinion) Uprent’s template is the easiest to use. Download Uprent's check-in report for free here, print it (black and white is fine), and bring it to the check-in. There will be two copies: you will need to fill out both. This way, you can keep one, and the tenants can keep the other.
Arrive a little earlier and take a walk around the property. Try to identify some major issues before the tenants arrive. You can also write down meter readings at this stage. This will speed up the process when the tenants arrive.
Perform the remainder of the check-in inspection with the tenant present. Take as many pictures and videos as possible.
During the check-in, inspect every part of the property and note all major defects. Avoid being overly strict and trying to catch the smallest issues — focus on the most important things.
Most photos and videos will probably be taken by tenants afterward. Tenants are typically allowed to supplement the report within 14 days, so it’s common for some details, pictures and videos to be added later. Tenants have this opportunity because it is impossible to detect everything in 15 minutes, and many defects only become noticeable once you start using the property.
Now, you should sign both report copies, and return one to the tenant, while keeping another one for you. This will ensure that each of you has a report copy.
There’s a good chance that both you and the tenants might lose the check-in reports, so it’s highly advisable to scan the report and email it to the tenants. This ensures it’s securely stored in your email for future reference. Tenants can also reply with their own photos in the same email thread. Here’s a helpful email template you can use:
Dear Tenant's name,
Congratulations with moving in to the property at property address. I hope you will take good care of the home.
Please review the check-in report. If you have any additional notes or photos to share regarding the condition of the home, feel free to reply to this email. You have 14 days to report any further findings that weren’t initially noted.
This thread will serve as our shared record for the property’s condition, so please do not start a new thread.
Landlord's name
By sharing this guide with your landlord ahead of the check-in inspection, you ensure everyone has the same expectations. This will save time and reduce misunderstandings. Here’s a pre-written email template to make this even easier for you:
Dear Landlord's name,
As we near the start date of our rental agreement, I wanted to share a quick check-in guide to help align expectations and make sure the process is smooth. Could you confirm if this aligns with how you’d like the check-in inspection to proceed?
You can find the guide here: https://uprent.nl/templates/check-in
Hoping for a positive and straightforward tenancy.
Tenant's name
Being late on a check-in is not cool. It leaves you with less time to detect defects. Arriving on time is cool.
Don’t be too strict, but make sure to document all major issues. Tenants shouldn’t expect the property to be perfectly cleaned — that’s practically impossible. You should be prepared to do your own cleaning after moving in, unless the property is extremely dirty.
Ensure you receive a signed copy of the check-in report on the day of the check-in or shortly afterward via email. Do not move in without a signed check-in report — this will lead to disputes over your deposit later.
You have 14 days after moving in to supplement the check-in report. Walk through your new home, take pictures, and document any additional issues. Send this information to your landlord via email to keep everything on record. Ideally, do this within the first few days after moving in.
Here’s a sample email template you can use to report damages:
Dear Landlord's name,
Thank you for your time during the check-in session on date. Following it, I’ve had the opportunity to review the property in detail and have noted a few additional issues:
Brief description of issue #1
Brief description of issue #2
Brief description of issue #3
Please find attached pictures for reference. I kindly request these to be added to the check-in report for our shared records.
Tenant's name
Now that you’re familiar with the check-in process, you can download Uprent’s check-in report template below. Open a Google Drive file by clicking on a button below:
