A move-in condition record describes the room and shared spaces at the point you take them over. It helps everyone distinguish an existing fault from a later change and gives you a practical list of items still needing attention.
You do not need a complicated document. A dated list, a small set of relevant photos and a written acknowledgement are more useful than a folder of unexplained images. This is a recordkeeping tool, not a replacement for the terms of your housing arrangement.
Agree on the scope
Ask the person arranging the room to walk through it with you, if possible. Identify the specific bedroom, bathroom access and shared facilities you are receiving. Note which rooms remain private to other residents.
Request permission before taking photographs in an occupied home. Keep people, identification documents, computer screens and private belongings out of frame. A record of the wall does not need to reveal everything on someone's desk.
Record condition in plain language
- Walls and ceiling: visible marks, cracks or staining that need clarification.
- Doors and windows: whether they open, close and lock during ordinary use.
- Lighting and sockets: visible condition and any faults already reported.
- Bathroom fixtures: observed operation, existing leaks or missing fittings.
- Furniture: supplied items, visible wear and anything due to be removed.
- Keys and access: items handed over and any agreed access procedure.
Describe what you observe without diagnosing a building defect. “Brown stain beside the window, photo 06” is a clearer record than “serious water problem” if you do not know the cause. Ask a suitable professional to assess concerns that need technical judgement.
Give every unresolved item an owner and next step
A useful entry has five parts: location, observation, photo reference, person handling it and the agreed follow-up. For example: “Bedroom door handle loose during handover; photo 03; lister to confirm repair arrangements by Friday.”
The date should reflect an actual agreement. Do not write a promised repair deadline into the record if the other person only said they would ask about it. Separate “repair agreed” from “repair requested” so the record remains fair to both sides.
Keep the money record separate
Store payment acknowledgements and the written cost breakdown alongside the condition record, but do not mix the two documents. The condition list explains the state of the home; the payment record explains what was paid and why.
If a deposit is part of the arrangement, clarify its purpose and proposed return conditions in the relevant terms. Photographs alone do not establish a legal entitlement to a particular refund. For questions about rights or deductions, seek advice appropriate to the actual arrangement.
Send a short handover message
Thanks for today's handover of [room description]. I have attached the condition list and numbered photos from [date]. Please check the supplied items and existing marks, especially entries 3 and 6, and let me know if anything needs correcting. The open items we discussed are [items and agreed next steps].
Keep the response with the same record. If a correction is agreed, save a revised version with a clear date rather than editing the original silently. Back up your own copy somewhere you can access if your phone is lost.
Use the record after the first week
You may notice something during normal use that was not obvious at handover. Report it promptly, describing when you noticed it and what happened. Avoid presenting a new observation as though it had already been agreed at move-in.
For supplied furnishings, add the furnished-room inventory checklist. If you are still searching, browse shared apartments and bring the record structure to your next viewing.
About this guide: Prepared for Flatmate with AI assistance to turn room-search and household questions into practical checklists and examples. Hypothetical scenarios are labelled. Any listing examples are dated observations of public adverts, not property inspections or interviews with residents.