Possession, condition and evidence
How to prepare a proper apartment handover report in Estonia
A handover report records when and in what condition the apartment, keys, inventory and meter readings passed from one party to the other. It reduces later disputes but does not replace the sale or lease agreement.
Direct answer
What must an apartment handover report include?
Identify the parties and property, record the exact handover time, condition, readings, keys, access devices, inventory and known defects, then have both parties approve the same document and linked photographs.
Parties, address and reference to the underlying agreement.
Objective room-by-room description and known defects.
Keys, remotes, cards, documents, readings and inventory.
01
Why is a handover report important?
The report creates time-stamped evidence of when possession changed and what the parties observed. At the start of a tenancy it separates pre-existing defects from later damage; at the end it supports comparison with the agreed return condition. In a sale, it distinguishes legal transfer from the practical delivery of possession.
A vague sentence such as “the apartment is in good condition” is much less useful than a factual description supported by photographs. The report does not amend the notarised sale contract or lease unless the parties expressly agree on additional terms.
Time
Records the date and preferably the time possession and keys changed hands.
Condition
Documents rooms, finishes, equipment, cleanliness and defects.
Readings and access
Lists meter readings, access devices and documents.
02
1. Identify the parties, property and agreement
Include both parties’ names and identification or registry details, contacts, the full address and the date of the sale or lease agreement. If a representative attends, state their identity and authority.
Record the date and preferably the time of possession transfer. This can affect utilities, insurance, risk and responsibility for keys.
03
2. Describe the condition room by room
Inspect the hall, kitchen, living room, bedrooms, bathroom, balcony, storage and parking. Note visible condition of walls, floors, ceilings, windows, doors, plumbing, appliances and furniture.
Replace subjective wording with observable facts. Instead of “bad wall”, record the location and approximate size of a scratch, stain or hole. Distinguish ordinary wear from a specific defect.
| Area | What to record | Photograph? |
|---|---|---|
| Walls, ceilings, floors | Marks, holes, scratches, moisture, loose trim | Yes |
| Windows and doors | Operation, locks, glass, seals | Yes |
| Kitchen and appliances | Model, functionality, visible damage, cleanliness | Yes |
| Bathroom | Taps, drainage, sealant, ventilation, moisture | Yes |
| Furniture and inventory | Item, quantity and condition | Yes |
04
3. Record meter readings and services
Record electricity, water, gas and any heat meter readings together with the meter number or location. Photograph the display clearly.
State who will notify the provider or association, which date divides the charges and which contracts must be transferred or closed.
- Electricity meter number and reading.
- Cold and hot water readings.
- Gas or heat reading where applicable.
- Internet, security and other service status.
- Latest utility bill and agreed allocation.
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4. List every key and access device
State the type and number of each item. “Keys delivered” does not show whether two apartment keys, a mailbox key, a garage remote and an access tag were transferred.
Record missing items, deadlines and any agreed replacement cost. In a sale, list manuals, warranties and other promised documents.
| Item | Quantity | Condition or note |
|---|---|---|
| Apartment keys | Actual number | All known copies returned? |
| Mailbox and storage keys | Separate counts | Include unit number |
| Garage or gate remote | Actual number | Test operation |
| Access tag or card | Actual number | Identifier if relevant |
| Manuals and warranties | List | Paper or digital |
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5. Link photographs to the report
Photographs are useful only when the property, room, date and report can be identified. Number the files or attach them as a named appendix, and ensure both parties receive the same set.
Keep original files. A walkthrough video provides context, while sharp still photographs are usually better for specific defects and meter displays.
- Take a wide photograph of each room.
- Photograph each existing defect separately.
- Photograph every meter reading.
- Number files and refer to them in the report.
- Share identical copies and retain the originals.
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6. Record outstanding actions and sign
State whether the property is accepted without reservations or subject to listed defects. Give every outstanding cleaning task, repair, missing key or payment a responsible party and deadline.
Paper or qualified digital signatures can be used. Both parties should sign the same final document and referenced appendices.
Related reading: lawful tenant background checks in Estonia.
Need help finding a tenant and documenting the handover?
Brokerly can manage marketing, applicant communication, the lease and a documented apartment handover.
FAQ
Frequently asked questions about handover reports
Is a separate handover report legally mandatory?
Not every transaction requires a specific statutory form, but a written report is important evidence and is often required by the agreement.
Are photographs alone enough?
They are stronger when clearly linked to a dated report and shared with both parties.
Who should prepare the report?
Either party or an agent may draft it, but both parties should inspect and approve the content.
Can it be signed digitally?
Yes, provided both sign the same final file and linked appendices.
What if the other party refuses to sign?
Document the situation, take dated photographs, send observations in writing and seek legal advice if necessary. A unilateral record may still have evidential value depending on the circumstances.
Official sources and further reading
The legal and factual statements in this guide were checked against the official sources below.
The information is general and reflects sources checked on 31 July 2026. For a specific dispute or transaction, verify the facts with a notary, lawyer or the relevant authority.
