All About the Move-in Report When Signing a Lease Agreement in Denmark

As a landlord, one of your key responsibilities is ensuring a smooth and transparent relationship with your tenants, starting from day one. The move-in report, or "indflytningsrapport," plays a pivotal role in establishing a fair and clear groundwork for this relationship. This document not only sets the stage for mutual expectations but also safeguards your property by documenting its condition at the outset of a tenancy.

In this blog, we will delve deep into the nuances of the move-in report in Denmark, explaining why it is indispensable, how to effectively compile one, and the best practices to follow during this process. Whether you are new to renting out property or looking to refine your current practices, understanding the critical details of the move-in report will empower you to manage your rental agreements more effectively.

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What is a "move-in" report, or a "indflytningsrapport"?

In Denmark, the move-in report is a crucial document that serves both landlords and tenants during the rental process. It is mandatory to complete this report, and it is done at the time of moving into a rental property. This report documents the condition of the property at the beginning of the tenancy, ensuring that any existing defects or damages are officially recorded. Both the tenant and the landlord perform the inspection together, which helps prevent future disputes concerning property condition at the end of the tenancy.

The move-in report not only provides security and peace of mind for both parties but also ensures compliance with Danish rental law, safeguarding the interests of both tenants and landlords throughout the tenancy period.

What is the purpose of the move-in report?

The primary purpose of a move-in report is to document the condition of the property at the time the tenant takes occupancy. This report provides a detailed description of the property's state, including any existing damages or defects, which protects both the landlord and the tenant. It establishes a baseline for comparing the condition of the property at move-out. This is crucial for assessing whether any damage occurred during the tenancy and determining what portion of the security deposit might be retained for repairs​.

By clearly documenting the condition of the property at move-in, the report helps prevent disputes between landlords and tenants over responsibility for damages. This clarity can lead to smoother transitions and less contentious relationships between the parties involved. It encourages tenants to maintain the property in good condition, knowing that there will be a comparison against the move-in report when they move out. Similarly, it ensures landlords fulfill their duty to hand over the property in a suitable condition at the beginning of the lease.

The move-in report also serves as a critical piece of evidence in legal proceedings if disputes over property condition escalate to litigation. Having a detailed, agreed-upon document can strengthen a party's case by providing concrete evidence of the property's initial state​.

What are the contents of the move-in report?

The move-in report in Denmark, essential for documenting the condition of a rental property at the start of a tenancy, typically includes detailed information about the property to ensure a clear record that can be referred to at the end of the tenancy. This includes the address of the property, the date of the inspection, and the names and contact information of the landlord and tenant. It might also include the starting date of the tenancy.

The report typically covers every part of the property, including all rooms, outdoor areas, and any communal spaces. Each section of the report would list the condition of walls, floors, ceilings, windows, and doors. This includes details about the condition of fixtures like lights, faucets, showers, and any appliances provided by the landlord. It notes whether each item is in good working order or if there are issues that need to be addressed. Photos are often included to provide a visual record of the property’s condition. This can be crucial for verifying the state of the property at move-in and resolving any disputes at the end of the tenancy. There may also be a section for any additional observations not covered in the standard checklist or specific concerns that the tenant or landlord has noted during the inspection.

The report should be signed by both the landlord and the tenant to confirm that both parties agree to the documented condition of the property. If the tenant is not present, the report still needs to be provided within a set timeframe.

What is the process of writing the move-in report?

The move-in inspection is typically scheduled for a date just before the tenant moves in. Both the landlord and the tenant (or their representatives) should be present to conduct this inspection together. During the inspection, both parties go through the property room by room to assess and record the condition of each part of the property. This includes walls, floors, ceilings, windows, and any included appliances or furniture. Special attention is paid to any existing damages or issues. Tenants are advised to be meticulous during this inspection as the state of the property noted in the report can significantly influence the amount of the deposit refunded when vacating. As the inspection is conducted, the findings are recorded in the move-in report. This report should include a detailed description of the condition of every aspect of the property, often accompanied by a checklist for each room or area. It's important to be as detailed and thorough as possible to avoid future disputes. Photos of the property are recommended to accompany the report as they provide clear evidence of the property's condition at move-in.

Once the inspection is complete and the report is fully drafted, both the landlord and the tenant should review the document to ensure all information is accurate and reflects the true condition of the property. Any discrepancies should be discussed and resolved at this stage. Both parties then sign the report to acknowledge their agreement.

Landlords are required to give tenants a physical copy of the move-in report, and if a tenant is not present during the inspection or refuses to sign the report, the landlord must still provide a copy within two weeks. Failure to comply with these regulations can prevent landlords from charging for any refurbishments unless damage is a result of tenant behavior. Furthermore, tenants have 14 days from the inspection to report any defects that were not apparent during the initial inspection. This ensures that any hidden issues are officially documented and acknowledged by the landlord. Regular maintenance and care of the property are usually covered under the tenancy agreement, and specific responsibilities should be clearly stated in the contract to avoid any misunderstandings.

Conclusion

As a landlord, the implementation and understanding of the move-in report, or "indflytningsrapport," are fundamental in cultivating a transparent and positive relationship with your tenants from the onset of their tenancy. This crucial document not only sets clear expectations but also serves as a protective measure for both parties, ensuring that the property's condition is meticulously documented and agreed upon.

Always remember, a well-prepared move-in report not only protects your property but also builds a foundation of trust and professionalism with your tenants that can benefit all parties throughout the duration of the lease.

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