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Move-in Inspection & Move-in Report – Defects, Photo Appendix, Keys and Excel | Word/PDF
Move-in Inspection & Move-in Report – Defects, Photo Appendix, Keys and Excel | Word/PDF
- File format
- DOCX, PDF, XLSX
- Document language
- Swedish forms; Swedish User Guide; English User Guide
- Number of files
- 5
Digital download. No physical product is shipped.
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About this template
Move-in inspection and move-in report – Word, PDF and Excel
Move-in inspection and move-in report for rental housing – document the actual condition of the property at move-in, visible defects, photos, meter readings, key handover and follow-up actions. A digital package with editable Word templates, searchable PDF copies and Excel registers. For individuals and landlords under Swedish residential lease law.
01. Package contents
15 document files in ZIP: 7 editable DOCX, 7 corresponding searchable PDF and 1 XLSX. Five Swedish working templates, one Swedish user guide and one English-language user guide. The main templates are in Swedish. Edition: 1.0, 2026 · Legal area: Swedish residential lease law · Delivery: digital ZIP file.
02. What the files contain – file by file
Documents 01–07 are delivered in both Word and PDF. Document 08 is an Excel workbook. The PDF versions are searchable, but interactive PDF forms are not guaranteed.
| No. | Document | Content | Use | Format |
|---|---|---|---|---|
| 01 | Move-in report | Joint room-by-room inspection of condition, property, parties and meter readings | Observed conditions at move-in | DOCX + PDF |
| 02 | Defects and deficiencies list | Specifies each actually observed defect and its location | Report and follow up on deficiencies | DOCX + PDF |
| 03 | Photo appendix and evidence list | Register of photos, photo dates, originals and links to deficiencies | Traceable documentation | DOCX + PDF |
| 04 | Key receipt | List of keys handed over, quantity, date and receipt | Confirm handover of keys | DOCX + PDF |
| 05 | Action and follow-up plan | Agreed actions, responsibilities, follow-up dates and outcomes | Keep track of agreed actions | DOCX + PDF |
| 06 | Swedish user guide | Work order, filling instructions and legal limitations | Prepare and complete the templates | DOCX + PDF |
| 07 | English User Guide | English user guide for the Swedish-language documents | Understand the use in English | DOCX + PDF |
| 08 | Excel register for move-in inspection | Eight tabs: START, Property, Inspection, Deficiencies, Photo register, Keys, Actions and READ ME | Administrative registration and follow-up | XLSX |
Practical use and completion
Conduct a joint walkthrough of the property as close to the move-in date as possible. Only record conditions that have actually been observed, identify photos with dates and let both parties check the information before any signature. Report damages and deficiencies through the correct contact channel. A received defect report or a signed receipt does not automatically mean that the landlord accepts payment liability.
Document correctly from the start
The report has spaces for the parties, the property address, room-by-room inspection, notes on observed condition, links to photos, keys and any agreed actions. The photo appendix helps you keep traceable originals and the deficiency list is used for actual defect reports. The report is not a guarantee that the parties will accept the same legal assessment.
Excel register for follow-up
The tabs START, Property, Inspection, Deficiencies, Photo register, Keys, Actions and READ ME make it possible to keep track of entered information. START shows formula-driven counts of registered properties, deficiencies and open actions. Status, responsibility, dates and assessments are entered manually. No automatic authority connection, legal assessment or deadline calculation is included.
Who are the templates suitable for?
Tenants and landlords at new move-in to a rental apartment, rented villa or other residential lease that want to maintain joint documentation. Should not be confused with a lease agreement, a move-out report or an independent professional inspection.
Frequently asked questions
Do you have to sign the move-in report?
A signature can confirm that certain documentation has been drawn up, but such a signature does not automatically establish who is legally responsible for a defect. Use the form for correct factual information.
What do I do if I discover damages after move-in?
Describe what you observed, take photos if necessary and inform the landlord through the intended contact channel. Save a copy of the report.
Are the PDF files fillable?
The PDF files are searchable and printable. For editing, the DOCX versions in Word or compatible software are used. Interactive PDF fields are not guaranteed.
Are the templates in English?
The five working documents are in Swedish. A separate English-language user guide is included.
Swedish law and sources
Rules on residential lease are primarily found in Chapter 12 of the Land Code (1970:994). See also Swedish Courts – Rent and housing cooperatives. Version 1.0, 27 October 2026. General template information, not individual legal advice; no external legal review is guaranteed.
Related documents
See also inventory list and inspection report as well as move-out inspection and move-out report.
