What is a property inventory report?

A property inventory report (also called a check-in/check-out report or handover protocol) is a document that records the condition of a rental property, its contents, and meter readings at the start and end of a tenancy. UK landlords use it as evidence when returning or making deductions from a tenancy deposit.

How do the meter readings in the report affect utility settlement when tenants change?

The reading in the report is the cut-off reading: it closes the previous tenant's consumption and opens the next one's. In Brokik, with a fixed advance plus control readings, that reading closes the provisional settlement as of the move-out day, and when the supplier's bill arrives Brokik splits it between the previous tenant, the vacancy and the new tenant precisely by the readings from the reports. That is why a photo of the meter in the report matters months after the keys change hands.

Handover Protocols

Property Inventory & Check-In/Check-Out Report Generator

Create a professional property inventory and check-in/check-out report (also known as a handover protocol) in minutes. Document property condition, manage keys and installations, add photos and sign digitally.

Generate a protocol for free

What a property inventory report template should include

Details of both parties - the landlord and tenant (or the person handing over and the person receiving the property)
The date and location where the report was drawn up
Meter readings - water, electricity, gas and heating on the day of handover
A description of the technical condition of the rooms - walls, floors, fittings and any defects
A list of the fixtures and their condition - furniture, appliances, keys and remote controls
Signatures of both parties confirming the report matches the actual condition
Attachments - photos documenting the condition of the property on the day of handover

See How It Works in Practice

Browse screenshots from the actual protocol creation process

Protocol List

Clear list of all protocols with signing status and quick access options

Protocol Wizard

Intuitive step-by-step wizard guides through the entire protocol creation process

Meter Readings

Detailed meter reading management with reading history

Protocol Preview

Professional preview of the finished protocol before signing

Complete Protocol Features

Everything you need for professional handover protocol management

Dynamic Generation

Create protocols automatically based on property data with full customization possibilities

Photo Documentation

Add photos directly to the protocol, document the condition of every room and item

Meter Reading Management

Record energy, water, gas meter readings with precision to two decimal places

Key Inventory

Detailed key management - from main doors to technical room keys

Built-in Digital Signature

Each party signs with a code sent by email, and Brokik records the signing date and the document checksum.

Export and Printing

Generate protocols in PDF format, print or share electronically

Why Choose Our Protocols?

Innovative approach to handover protocol management

Time Savings

Automatic data filling, templates and smart suggestions significantly reduce protocol creation time

Legal Compliance

Protocols compliant with legal requirements, with built-in digital signature capability

Error-Free

Automated checks and data validation eliminate common protocol errors

24/7 Availability

Create and manage protocols from any device, at any time

Digital Archive

All protocols securely stored in the cloud with quick search capabilities

System Integration

Full integration with property management - data automatically synchronized

How It Works?

Simple process for creating handover protocols

Select Property

Choose property from list or add new one. System automatically retrieves basic data.

Fill Details

Complete tenant and owner data, enter meter readings, describe technical condition.

Sign and Share

Sign digitally or print. Protocol is ready to use.

After the lease ends: meters, deposit, deductions

When you get the keys back, you record the meter readings and photograph the rooms in the same protocol. Brokik uses them for the final settlement of utilities and advance payments, and you enter deductions for damage in the deposit settlement.

Final lease settlement

Scenario

Handing over a flat to a new tenant: from protocol to signature

Owner

Creates a new handover protocol, picks the property and enters the meter readings.
Adds photos of the property's condition and the list of keys handed over.
Sends the protocol to the tenant for signature.

Tenant

Opens the protocol link and checks the entered meter readings and photos.
Signs the protocol digitally from their phone.
Has permanent access to the signed protocol in their account.

Every step here is a Brokik feature available today.

Frequently asked questions

Everything you need to know about property inventory reports with Brokik

The reading in the report is the cut-off reading: it closes the previous tenant's consumption and opens the next one's. In Brokik, with a fixed advance plus control readings, that reading closes the provisional settlement as of the move-out day, and when the supplier's bill arrives Brokik splits it between the previous tenant, the vacancy and the new tenant precisely by the readings from the reports. That is why a photo of the meter in the report matters months after the keys change hands.

The protocol is one step of a tenancy. See the others on real app screens.Explore Brokik use cases

The report's reading closes the utility settlementSee settling utility advances when tenants change

Meter readings between handovers

Meter readings in a rental Utilities settlement in rentals

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