Inventory list at handover

A proper inventory list itemises the state of walls, floors, fixtures, built in appliances, and any furniture included with the unit, ideally supported by dated photographs or video. Where something is already scratched, stained, or not fully working at the start, that should be recorded too, so the tenant is never blamed later for a condition that existed before they moved in.

It is normally prepared at handover, with both landlord and tenant walking through the unit together, or the landlord's agent preparing it and both sides confirming they agree with it. Once accepted, it becomes the shared reference document for the entire tenancy.

At the end of the lease, the same list is used again. The unit is compared against what was recorded at the start, and any genuine deterioration beyond fair wear and tear becomes the basis for a deposit deduction discussion, while normal ageing from ordinary use should not be charged to the tenant.

What commonly goes wrong is having no inventory list at all, so there is nothing concrete to compare against at the end, only two people's differing memories. A close second problem is a list too vague to be useful, something like noting the kitchen is in good condition rather than describing specific items and their state. Photos not dated, not shared with both sides, or defects that already existed but were never written down, all lead to the same outcome: a deposit dispute with no clear evidence either way.

Before moving in, insist on a detailed, dated, photographed inventory list and keep your own copy. At move out, walk through room by room against the same list, and separate what is genuinely damaged from what is ordinary wear and tear before agreeing to any deduction.

A good inventory list is specific rather than general. Instead of noting the living room is in good condition, it records the wall paint, flooring, light fittings, curtains, and any furniture piece by piece, with a photo for each. This level of detail is what actually protects both sides later, since a vague note gives either party room to argue about what it meant, while a specific, photographed record generally does not.

What to check

• A detailed, room by room inventory list prepared and shared at handover
• Dated photographs or video covering every fixture, appliance, and piece of included furniture
• Any existing defects noted clearly so they are not later blamed on the tenant
• Both parties keeping their own copy of the agreed list
• The same list used again at move out for a fair, like for like comparison

Winfred Quek is an Associate Marketing Consultant at Crestbrick Pte Ltd (CEA Licence No. L31010886H). CEA R073319H. This page is for general information only and does not constitute financial, investment, or legal advice. Verify current figures with IRAS, HDB, CPF Board, or MAS before making any decision.