How to use this resource
A practical operating reference for accountable teams.
Use before and immediately after possession is returned. Tenant and staff assessments remain separate, then feed a reviewed comparison against the agreed check-in baseline and intervening events.
Designed for
- Tenants preparing to leave
- Property managers and checkout inspectors
- Landlords and deposit-review teams
Prepare the checkout record
Start with the agreed baseline and the tenancy history.
- Confirm tenancy end, return date, inspection appointment, attendees, forwarding contact, and access arrangements
- Load signed baseline, accepted amendments, repairs, inspections, complaints, monitoring, documents, and landlord decisions
- Tell the tenant what evidence, cleaning, keys, readings, and supplied items will be reviewed
Tenant walkthrough and return
Give the resident a clear route to record final condition.
- Capture room condition, cleanliness, missing or moved inventory, damage concerns, maintenance issues, and unresolved repairs
- Upload relevant photo or video evidence and comments
- Record final meter readings, keys, fobs, codes, and forwarding details
- Identify items requiring urgent staff attention or safe access restrictions
Staff checkout inspection
Inspect independently and document limitations.
- Complete the same room, asset, inventory, utility, access, and risk structure used for the baseline
- Capture overview and close-up evidence for changes or uncertainty
- Record unavailable areas, retained possessions, waste, pests, damp, leaks, security, or safety concerns
- Link required repairs, cleaning, specialist assessment, and immediate safeguards
Condition comparison and human review
Compare evidence in context before publishing a conclusion.
- Classify unchanged, possible fair wear, possible damage, cleanliness, missing item, maintenance issue, or uncertain
- Consider recorded repairs, approved alterations, age, condition at check-in, access history, and interim evidence
- Require staff approval and a reason for every override of an AI-assisted comparison
- Keep chargeability, deposit deduction, and liability in separate authorized workflows
Publish, respond, and close
Preserve the final record and any disagreement.
- Share the reviewed comparison with the permitted parties
- Allow tenant comments or dispute evidence before finalization
- Generate a versioned checkout report with source media, chronology, decisions, and signatures
- Create repair, cleaning, compliance, complaint, or dispute follow-up with named ownership