Move-in / move-out inventory template for rentals (handover protocol)

The handover (inventory) protocol is the document where the landlord and tenant record in writing the flat’s condition, the meter readings and the inventory of furnishings at move-in and move-out. It’s the basis for a dispute-free settlement and for returning the deposit — without it, move-out becomes one word against another. The copyable template below covers every important field. (The context is Hungarian; adapt to your market.)

What is a handover protocol, and what’s it for?

The protocol proves the state in which the tenant received and returned the flat. It’s made at two points:

At move-in: records the starting condition, existing faults and meter readings.
At move-out: measured against move-in, it shows what’s normal wear and what’s a deductible damage.

Comparing the two decides how much deposit is returned.

What should the protocol contain?

the parties’ details (landlord, tenant, rental address),
the protocol type and date (move-in / move-out),
meter readings for every meter (water, gas, electricity, possibly heat),
room-by-room condition (walls, flooring, doors/windows, sanitary) — with existing faults,
furnishings / inventory (furniture, appliances), with count and condition,
number of keys handed over,
reference to condition photos (dated),
both parties’ signatures.

Move-in vs. move-out protocol

Same structure, different role: move-in is the baseline, move-out is the closing state measured against it. Always make a move-in protocol too — without it you can’t prove at move-out what was already faulty.

The key: meter readings and photos

Two things decide disputes:

Meter readings — so the move-out utilities can be settled accurately.
Dated condition photos of every room, including existing faults — the decisive evidence.

Copyable handover template

Handover protocol — template

HANDOVER PROTOCOL Type: ☐ move-in ☐ move-out Date: __________________

LANDLORD: ________________________________ TENANT: ________________________________ RENTAL ADDRESS: __________________________

METER READINGS

Water (m³): _______ serial no.: __________
Gas (m³): _______ serial no.: __________
Electricity (kWh):_______ serial no.: __________
Other: _______

ROOM-BY-ROOM CONDITION (with existing faults)

Room(s): _______________________________
Kitchen: _______________________________
Bath/WC: _______________________________
Hallway: _______________________________

FURNISHINGS / INVENTORY (qty, condition)

KEYS handed over: ______ CONDITION PHOTOS taken: ☐ yes (date: ______) ☐ no

Notes: ______________________________________

Signature (landlord): __________ Signature (tenant): __________

Tip: copy the template, fill it in two copies (landlord + tenant) and attach the dated photos. At move-out, fill the same again and compare it with the move-in one.

Prefer to print it or fill it in Excel? Download the template (labels only, no formulas; labels in Hungarian):

⬇️ Downloadable Excel template (.xlsx)

Where RentTab helps

RentTab keeps the protocol digital: it stores the move-in condition, the meter readings and the condition photos per property, so at move-out everything is in one place — the photos, the itemised utilities and the deductible debt. No lost paper, and move-in vs. move-out condition compares in one click.

Frequently asked questions

Is a handover protocol mandatory? No law requires it, but it’s strongly recommended: it proves the flat’s condition, and without it deductions from the deposit are hard to justify at move-out.

What’s the difference between a move-in and a move-out protocol? Same structure; move-in records the starting state, move-out the closing state measured against it. The difference is the damage attributable to the tenant.

Do I need condition photos? Yes. Without dated photos it’s hard to prove what was already faulty — always photograph at move-in.

What do I write for the meter readings? Each meter’s current reading (water m³, gas m³, electricity kWh) and, ideally, the serial number.