When you move into a student residence, you have to carry out a precise and detailed check-in inventory.

What exactly is a check-in inventory? 

A check-in inventory takes the form of an official document used when renting accommodation. It’s a crucial step in the rental process: a detailed inventory is drawn up outlining the state of the accommodation prior to the tenant’s arrival. 

The inventory is designed to give an objective description of the state of the accommodation in order to avoid disputes about any defects or damage found when the tenant leaves. It is used to establish the responsibilities and obligations of the owner and the tenant regarding maintenance and repairs during the rental period. 

Before carrying out the check-in inventory, make sure you are familiar with the required documents together with the methods and deadlines set by your student residence. Find out about the rules and procedures since they may be different depending on the student accommodation.

The check-in inventory is also when all the keys and badges for the accommodation are handed over, and it is used to show tenants their new residence and shared areas. 

How can you make sure you do the check-in inventory properly? 

Be methodical and precise. Starting at the entrance, move from room to room, looking carefully at the state of the walls, floor, ceiling, windows, doors, seals, sockets, and all the equipment that is provided, such as the furniture, dishes and decoration. Make a note of any defects. 

For each observation you make, make sure that your descriptions and statements are precise. Indicate the exact spot of any irregularities you may have seen. 

How does a check-in inventory work at FAC-HABITAT? 

A tablet is used to do the check-in inventory in nearly all FAC-HABITAT student residences, and it is carried out by the upkeep and maintenance official (CEM). The CEM and tenant meet to inspect the apartment together during the inventory. They check and note down on the tablet the state of each room and the equipment (kitchenette, bed, table, etc.). This includes the paintwork, floors, ceilings, windows, doors, plumbing fixtures, electric appliances and outlets, etc. 

Some 5 to 20 photos are uploaded to illustrate the condition of the accommodation (cleanliness and possible damage). 

Signing and re-reading the check-in inventory 

Once the check-in inventory has been completed, make sure you re-read the report closely.

After approving the final document, the tenant (or his or her legal representative) signs the inventory; the documents are then sent to him or her by email as PDFs. The inventory now becomes the frame of reference for the state of the accommodation at the time the keys were handed over. 

The tenant may ask to complete the inventory up to 10 days after moving into his or her accommodation. The inventory of the heating equipment can be carried out during the first month that the heating is turned on; the tenant must simply send an email. 

The tenant is then given a flat-rate scale of rental repairs in his or her app: www.mon-appli-fac-habitat.fr 

Any technical incidents that may occur during the rental period may subsequently be reported via the app. 

You must prepare properly for this inventory. These tips mean that you will be in a position to prepare for a robust check-in inventory to ensure you have a smooth exit inventory.