An apartment handover is the moment when the buyer should verify whether the completed property matches the seller’s contractual obligations. The excitement of moving in can easily distract from the details, but this is precisely the time to proceed methodically: inspect every room, test all installations, and record any defects in the handover report.
Signing the handover report should never be a mere formality. This document confirms the condition of the apartment at the time of handover, the transfer of keys, utility meter readings, and any existing damage. It is therefore important to allow enough time and not let pressure or emotions rush the inspection.
Preparing for the Apartment Handover
Before arriving, the buyer should review the purchase agreement, technical specifications, equipment schedule, and any available plans. The agreed materials, floor areas, finishes, sanitary fittings, joinery, and all other elements included in the purchase price should be compared with the completed property.
The buyer should bring:
- a copy of the purchase agreement and technical specifications
- a tape measure or laser distance meter
- a charger or a small electrical device to test power outlets
- a flashlight for inspecting less accessible areas
- a mobile phone or camera to document any defects
- a pre-prepared inspection checklist
If the property is larger, more luxurious, or technically more complex, it may be advisable to have a building professional attend the inspection. Their expertise can help identify issues that a buyer without technical knowledge might overlook.
Inspect Every Room Without Rushing
The inspection should be carried out systematically, room by room. Walls and ceilings should be viewed from different angles to make cracks, uneven surfaces, signs of moisture, and poorly finished areas easier to detect. Flooring should not be damaged, loose, or produce unusual sounds when walked on.
Doors should open and close properly without sticking or moving on their own. Windows and balcony doors should be checked for fittings, seals, glazing, shutters, and blinds. Particular attention should be paid to the joints around the joinery, as poor workmanship in these areas can later lead to water ingress or heat loss.
In the bathroom and kitchen, all taps should be turned on. Water pressure, temperature, drainage speed, and any leaks beneath sinks should be checked. Unpleasant odours coming from drains may also indicate an issue that should be recorded.
Installations, Utility Meters, and Associated Parts of the Property
All electrical outlets, switches, light fittings, the intercom system, and any built-in systems should be tested. If the apartment includes underfloor heating, air conditioning, ventilation, or a smart home system, the buyer should receive basic operating instructions, warranties, and technical documentation.
During the handover, utility meter readings for electricity, water, gas, or other energy sources should be recorded. The serial number of each meter should also be noted alongside its reading to avoid any future disputes regarding consumption. It is also advisable to photograph the readings.
The inspection should not end at the apartment's entrance door. The storage room, garage or parking space, balcony, terrace, and any other areas included in the purchase agreement should also be checked. Their identification, dimensions, and location should correspond to the contractual documentation.
What the Handover Report Must Include
A properly prepared handover report protects both parties by clearly documenting what has been handed over and in what condition. It should include:
- details of the buyer and seller
- the exact identification and address of the property
- the date and time of the handover
- the number of keys and remote controls handed over
- the readings and serial numbers of all utility meters
- a list of all documentation provided
- a description of every identified defect
- the deadline and method for rectifying any defects
- the signatures of both the buyer and the seller
It is not sufficient to write simply "bathroom repairs required." Every defect should be described precisely, for example by stating that a tile is cracked, its exact location, and its approximate size. Photographs may be numbered and referenced as attachments to the handover report.
Defects Are Not a Cause for Conflict, but for Accurate Documentation
Minor defects do not necessarily prevent the buyer from taking possession of the apartment, but they should be documented together with a clear deadline for repair. In the case of more serious defects affecting the safety, usability, or essential characteristics of the property, the buyer's rights under the purchase agreement and applicable legislation should be clarified before signing the handover report.
A verbal agreement is never as reliable as a written record. If a dispute arises, the handover report, photographs, purchase agreement, and official correspondence will be the most important evidence of the property's condition at the time of handover.
Once the reported defects have been rectified, a follow-up inspection should be carried out. At that stage, not only should the completed repairs be checked, but also any new damage that may have occurred during the repair work. The handover is considered complete only when the documentation, keys, utility meter readings, and the actual condition of the apartment form a clear and fully consistent whole.