When the time comes to hand over the keys of a rental property to a new tenant, landlords must ensure that everything is in order. This process is crucial to avoid future problems, both legal and related to tenancy, and to guarantee that the new tenant receives the property in the best possible condition. At Rightplace, we provide a complete checklist to ensure a professional, efficient, and seamless handover, meeting the new tenant’s expectations.
1. How Should a Rental Property Be Handed Over?
The landlord must hand over the property in the same condition in which it was acquired or better. If any improvements or repairs were made, they should be documented, and it is advisable to include details in the inventory so that both parties agree on the property’s condition at the time of handover.
The landlord should conduct a thorough inspection of the property, paying particular attention to:
- Walls and ceilings: Ensure there are no damp spots, cracks, or stains.
- Floors and coverings: Check for loose tiles or visible damage.
- Doors and windows: All should open and close properly without issues.
- Appliances: If the property is rented with appliances, they should be in good working order.
- Plumbing and electricity: Verify there are no leaks and that all electrical outlets are in good condition.
This process ensures that the new tenant receives the property in optimal condition, preventing future conflicts.
2. General Cleaning and Maintenance
It is essential to hand over the property completely clean, paying special attention to areas like the kitchen and bathrooms, which should be free of grease, limescale, or mold. Additionally, make sure windows and glass surfaces are clean and that faucets, light bulbs, and appliances are in proper working order. Basic maintenance before the handover can prevent issues during the tenant’s stay and demonstrates professionalism.
3. Inventory Review
The landlord must prepare a detailed inventory of all items included with the property. This should cover furniture, appliances, and any other items that are part of the rental. The inventory should be as thorough as possible, documenting the current condition of each item.
- Furniture: If the property is furnished, each piece should be inspected, and its condition noted.
- Appliances: Ensure all appliances are functioning properly and note any signs of wear.
- Accessories and other items: Curtains, lamps, paintings, etc., should be listed with descriptions and conditions.
This inventory should be signed by both parties at the time of the handover to avoid future misunderstandings about the property’s condition and included items.
4. Necessary Documentation for the Handover
One of the most important aspects of the handover is the proper documentation. To protect both the landlord and the tenant, a handover document should be signed, confirming the transfer of the rental property.
This document is essential because it:
- Confirms the property has been handed over in the agreed-upon condition.
- Details the date and time of the handover.
- Records that the tenant has received the keys and has full access to the property.
The document should also include details on the property’s condition at the time of handover, based on the previously mentioned inventory. This will be useful for future claims or to clarify responsibilities in case of damages during the rental. If you need a rental agreement template, you can consult this comprehensive guide.
5. Checking Contracts and Payments
Before handing over the keys, make sure the rental contract is signed by both parties with all terms clearly defined, including payments, deposits, and maintenance. Verify that initial payments, such as the security deposit and the first month’s rent, have been made and request proof of payment. It is also important to confirm that basic utilities (electricity, water, internet) are up to date and that the tenant will take responsibility for them from the time of handover.
6. Utility Transfer
Once the keys are handed over, it is advisable to transfer the ownership of basic utilities (water, electricity, gas) to the new tenant. Although in some cases the landlord may keep some services in their name, it is ideal for the tenant to be directly responsible for payments and management during the rental period.
To facilitate this process, the landlord can provide a list of service providers and the necessary steps for transferring ownership. Ensuring this process is done correctly will prevent misunderstandings or unpaid debts.
7. Final Tips for a Smooth Handover
The handover is a crucial step in any rental agreement. To ensure everything goes as planned, maintain open communication with the tenant, resolving any legal or contractual questions before the handover. On the agreed date, it is recommended to walk through the property with the tenant to confirm everything is in the agreed-upon condition. Also, make sure they receive all the necessary sets of keys, including those for common areas, if applicable. Following these steps will make the process smoother and more professional, ensuring that both parties understand their responsibilities and obligations.
Conclusion
Handing over the keys to a new tenant requires careful planning and attention to detail. Every step, from inspecting the property to signing the handover document, is crucial to ensuring a positive experience for both parties. Following this checklist allows landlords to ensure an orderly and professional handover. If you are interested in key handovers in property sales, check out this guide (in spanish) from Idealista on property transfers.
At Rightplace, we offer comprehensive solutions for landlords and tenants, guaranteeing a hassle-free rental experience. For more information, visit our website or contact us.
