At the end of a tenancy, the property is returned to the landlord. But how do you determine whether the property has been handed back in the correct condition? And who is responsible for handling the security deposit?
A thorough final inspection provides clarity. At Koops Makelaars, we therefore document the condition of the property both at the start and at the end of the tenancy. This provides a clear overview of any changes that have occurred during the rental period.
The check-in inspection as a starting point
At the start of the tenancy, the property is inspected. Its condition is recorded in an inspection report, supported by photographs.
This report serves as the reference point for the final inspection. At the end of the tenancy, the property's condition is compared with its condition at the beginning.
One important distinction must be made: normal wear and tear and signs of everyday use are part of living in a property. A property therefore does not have to be returned in exactly the same condition as when the tenancy began.
Examples include minor wear to flooring or small marks on walls. These do not automatically mean that the tenant is responsible for repairs. A property is meant to be lived in, so it is unreasonable to expect walls, floors, doors and other surfaces to remain completely free of wear and tear.
The final inspection: a walk-through together
The final inspection takes place with the tenant, landlord and estate agent present. Together, they walk through the property to assess whether it is being handed back in accordance with the agreed terms and the original inspection report.
The inspection covers, among other things:
The overall condition of the property;
Any damage;
The condition of walls, floors and doors;
The kitchen, bathroom and sanitary fittings;
Appliances and other fixtures and facilities;
Any belongings left behind;
Keys and other items belonging to the property;
Any differences compared with the check-in inspection.
The estate agent records the findings in the final inspection report.
Normal wear and tear is not damage
An important part of the final inspection is distinguishing between damage and normal wear and tear.
After several years of renting, a tenant cannot automatically be expected to return a property in exactly the same condition as when the tenancy began. A property is lived in, and signs of everyday use are inevitable.
For example, if paintwork has deteriorated slightly through normal use, this does not automatically mean that the tenant must repaint the property. The landlord is also responsible for ensuring that the property is in good condition for the next tenant. As a general guideline, repainting walls is part of routine maintenance every four to five years.
However, if damage is identified that goes beyond normal wear and tear, this may justify repairs or financial compensation. Examples include damaged plasterwork with holes, severely damaged flooring or large black stains on walls.
This is precisely why a detailed inspection report at the start of the tenancy is so important. It establishes the property's original condition and provides a clear basis for comparison.
What happens to the security deposit?
The final inspection and the handling of the security deposit are two separate matters.
During the final inspection, the estate agent has an advisory role. We can explain our findings and provide advice on the property's condition and any issues that require attention.
The final decision regarding the return of the security deposit, however, rests with the landlord and tenant, subject to the applicable legal requirements. They are responsible for agreeing on the repayment of the deposit and any deductions that may apply.
The estate agent therefore does not independently decide whether any amount should be withheld from the deposit, nor are we a party to the subsequent communication between the landlord and tenant.
Prefer not to have direct contact with your tenant?
For some landlords, this is one of the less enjoyable aspects of renting out a property. They want to retain ownership of their investment but would prefer not to be responsible for day-to-day communication with their tenant.
In such cases, Koops Vastgoedbeheer can offer a solution.
With full property management, Koops Vastgoedbeheer acts on behalf of the landlord as the tenant's point of contact. Communication and practical matters are handled through the property manager, meaning the landlord does not need to communicate directly with the tenant.
This can be particularly convenient if you want to enjoy the benefits of property ownership without the day-to-day responsibilities of letting.
A good check-in helps prevent disputes at check-out
A smooth final inspection actually starts at the beginning of the tenancy.
The more accurately the property's condition is documented at check-in, the easier it is to establish what has genuinely changed by the time of check-out.
That is why we prepare an inspection report both at the start and at the end of every tenancy. This creates a transparent process for everyone involved.
In summary
The purpose of the final inspection is to compare the property's condition carefully and objectively with its condition at the beginning of the tenancy.
The tenant, landlord and estate agent walk through the property together. The estate agent documents the findings and provides advice. The landlord and tenant are then responsible for resolving the security deposit arrangements between them, in accordance with the applicable legal requirements.
Would you prefer not to have direct contact with your tenant about these matters? Property management could be the ideal solution. Koops Vastgoedbeheer can take over communication and the practical handling of these matters on your behalf.
This allows you to remain the owner of your property without having to deal with the day-to-day responsibilities of letting.
Renting out your property in Kennemerland?
Koops Makelaardij lets and manages more than 500 properties every year. With over 20 years of experience, Koops is the region's specialist in property lettings, serving private landlords and property investors who want to rent out their properties with peace of mind.
Request a no-obligation rental valuation or discover our property management services.