The check-out report is one of the most important documents in the renting process in the Netherlands. Just like the check-in report, it helps protect both tenants and landlords by documenting the condition of the rental property when the tenant moves out. This report serves as the foundation for determining whether any deductions should be made from the tenant’s deposit.
A check-out report is a detailed document that records the condition of the rental property at the end of the tenancy. It includes information about:
The check-out report is prepared during the final inspection of the property, typically conducted jointly by the landlord (or rental agent) and the tenant on the last day of the tenancy. Both parties sign the report to confirm agreement.
For Landlords: It provides evidence for any deductions that need to be made from the tenant’s deposit for damages or cleaning beyond normal wear and tear.
For Tenants: It helps ensure that unjustified deductions are not made from their deposit.
Under Dutch rental law, landlords must justify any deposit deductions by providing evidence of damage or cleaning issues. A check-out report signed by both parties serves as this evidence.
The landlord or rental agent typically prepares the check-out report. However, tenants should actively participate in the process to ensure that the report accurately reflects the property’s condition. Tenants should also receive a signed copy of the report.
By sharing this guide with your tenants ahead of the check-out 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 end of our rental agreement approaches, I wanted to share a short check-out guide to ensure we are aligned on the check-out expectations. It covers important steps like cleaning expectations, and what to expect during the inspection.
You can find the guide here: https://uprent.nl/templates/check-out.
If you have any questions, feel free to reach out.
Landlord's name
Review the check-in report before the check-out inspection. This will help you understand the original condition of the property and what is expected when you receive it.
There are many templates available online, but (in our humble, unbiased opinion) Uprent’s template is the easiest to use. Download Uprent's check-out report for free here, print it (black and white is fine), and bring it to the check-out. 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.
During the inspection, focus on documenting major issues such as damage or serious lack of cleanliness. Avoid nitpicking minor wear and tear — this is normal and cannot be used to justify deposit deductions.
Photos and videos are critical for supporting any claims. Make sure to capture:
After completing the inspection, both you and the tenant should sign the check-out reports. Provide one copy to the tenant and keep the other for your records.
To avoid losing the report, scan it and email it to the tenant for their records. Attach any relevant photos and videos to the email. Here’s a helpful email template you can use:
Dear Tenant's name,
Thank you for your time during the check-out inspection at Property address.
Please find attached the signed check-out report for your reference, along with supporting photos and videos. I will follow up with the deposit calculations within the next few days.
Landlord's name
By sharing this guide with your landlord ahead of the check-out 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 end of our rental agreement, I wanted to share a quick check-out 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-out inspection to proceed?
You can find the guide here: https://uprent.nl/templates/check-out
Hoping for a positive and straightforward conclusion to our tenancy.
Tenant's name
Review the check-in report before the check-out inspection. This will help you understand the original condition of the property and what is expected when you return it.
Ensure the property is as clean as it was when you moved in. This includes:
Don’t forget to clean inside storage spaces, as well as the oven, microwave, and shower. Be considerate to the next tenants — just as you’d appreciate moving into a clean home, so will they.
During the check-out, make sure to document the property’s condition with photos and videos. This can help protect you if there are any disputes about the deposit.
Do not leave the property without receiving a signed copy of the check-out report. This ensures there is a record of the property’s condition at the time of your departure.
If you disagree with any findings in the check-out report, communicate this politely with your landlord and provide supporting evidence.
Here’s a sample email template to follow up after the check-out:
Dear Landlord’s name,
Thank you for the check-out inspection at Property address.
Please find attached additional photos for your records. I look forward to receiving the deposit in a timely manner.
Tenant’s Name
Now that you’re familiar with the check-out process, you can download Uprent’s check-out report template below. Open a Google Drive file by clicking on a button below:
