The difference between a useful property inspection report and a useless document comes down to one word: precision. A vague record offers the landlord poor protection and exposes the tenant to arbitrary claims. A precise, structured and photographed record, on the other hand, makes the move-out comparison almost mechanical.

Here is the professional method, which works for a flat just as well as for a house.

1. Prepare the visit

Before going on site:

  • obtain the lease and, for a move-out, the move-in inspection report and any addenda;
  • prepare a standard structure suited to the property (studio, flat, house): a list of the rooms and items to be described;
  • bring what you need to measure, light (cellars, cupboards) and test (sockets, taps);
  • make sure the property will be empty and clean, a prerequisite for a reliable record.

2. Always follow the same order

The inspection order prevents omissions and makes the move-in/move-out comparison easier. A simple rule:

  • from the outside in: façade, access, letterbox, then entrance hall;
  • room by room, in a consistent direction (clockwise, for example);
  • in each room, from top to bottom: ceiling, walls, joinery, floor, then fixtures and fittings;
  • finish with the outbuildings and extras: cellar, loft, garage, garden, meters.

The same order must be followed at move-out: each item then appears in the same place in both documents.

3. Describe each item with three pieces of information

For each item (wall, floor, door, window, radiator, sink…), systematically record:

  1. its nature: material, finish, colour (“beige 30×30 tiles”, “matt white paint”);
  2. its general condition on a consistent scale (new, good, worn, poor);
  3. its defects, each one located and measured.

Locate and measure defects

Compare:

  • ❌ “A few scratches on the wall”
  • ✅ “North wall: three horizontal scratches approx. 10 cm long, 80 cm from the floor, to the right of the door”

The second wording leaves no room for interpretation. At move-out, it makes it possible to check whether the defect already existed or has got worse.

Use consistent vocabulary

Settle on a set of terms and stick to it: chip, crack, hairline crack, scratch, scuff, stain, water mark, wall plug hole, peeling, swelling… Consistent vocabulary makes reports comparable from one file to the next and from one surveyor to another.

4. Test fixtures and fittings

A property inspection is not limited to appearance. Check and record whether things work:

  • sockets, switches and light points;
  • taps, drains, toilet flush;
  • heating, thermostats, radiator valves;
  • appliances provided (oven, hob, cooker hood, dishwasher);
  • shutters, blinds, window frames (opening, closing, apparent weathertightness);
  • smoke detectors.

5. Photograph intelligently

Photos complement the description; they do not replace it. To make them useful:

  • take an overall view of each room, then close-ups of the defects;
  • link each photo to the item described, rather than building up an anonymous gallery;
  • keep reproducible angles, so that move-out comparison is easy;
  • make sure the date the photo was taken is preserved.

6. Don’t forget the supplementary records

  • Meter readings (water, gas, electricity), with meter number and reading;
  • inventory of keys, fobs and remote controls handed over;
  • condition of private ancillary areas (cellar, parking space);
  • comments from the parties and any reservations.

7. Finalise and sign on site

The document is read through with the parties, completed if necessary, then signed by everyone on site. An inspection report signed on the day avoids changes after the event and disputes over what was or was not seen.

Save time without losing precision

This method is demanding: a three-bedroom flat can involve several hundred items. In the field, three things make all the difference:

  • structure templates by property type, listing rooms and items in advance;
  • voice dictation, faster than typing, automatically transcribed into text;
  • photos linked directly to the item described.

This is exactly Spectalya’s approach: a template-based structure, AI-transcribed dictation, photos in the right place, and a PDF report generated on site. Find out how it works in detail in our documentation.

For the legal framework of the move-in property inspection, see our article on the rules in Wallonia, Brussels and Flanders.