Paperwork glossary
The check-in report describes each room when the tenant arrives and again when they leave. Comparing the two shows what is normal wear and tear and what can be deducted from the deposit.
Also known as: inventory, condition report, move-in checklist
Not required by law but strongly recommended. In England and Wales, the deposit must be protected in a government-approved scheme within 30 days.
How long to keep it: Until your deposit has been fully returned.
Official services: gov.ukSome states require a written move-in checklist. Security deposit limits and return deadlines vary by state, often between 14 and 30 days after moving out.
How long to keep it: Until your deposit has been returned.
Official services: usa.govRules are provincial: in British Columbia, a condition inspection report is required. In Ontario, landlords cannot charge a damage deposit, only a last month’s rent deposit.
How long to keep it: Until the end of the tenancy and any deposit is returned.
Official services: canada.caRequired in most states and territories at the start of a lease. The bond is lodged with the state bond authority, not kept by the landlord.
How long to keep it: Until your bond has been refunded.
Official services: my.gov.auRules change regularly and can depend on your state, province or region: if in doubt, check with the relevant authority.
Keep the report and your photos of the home in the Vault, and note when the deposit should be returned.
Ecomely keeps your documents in a secure vault and reminds you before every deadline. Free to start.
