Free apartment defect list template for tenants in Switzerland
Have you discovered scratches, damaged fixtures or other defects after moving into your apartment?
A defect list helps you record every issue in a clear and structured way.
You can use a traditional Word or PDF template. An easier option is to create your defect list directly online.
With NewRent, you can record:
- your apartment
- the affected rooms
- each individual defect
- a clear description
- photos
- whether you only want to document the defect or request a repair
NewRent then automatically creates a structured PDF defect list.
If the contact address of your property manager is available in NewRent, you can also send the completed document directly to them.
Found defects after moving in? Create your defect list for free with NewRent and automatically receive a finished PDF.
Defect list template – example
A simple defect list could look like this:
| Room | Defect | Description | Request |
|---|---|---|---|
| Kitchen | Scratch on worktop | Approx. 8 cm scratch to the left of the hob | Documentation only |
| Bathroom | Damaged washbasin | Small chip on the upper right edge | Documentation only |
| Bedroom | Blind not working correctly | Blind only opens about halfway | Repair requested |
| Living room | Mark on wall | Dark mark on the wall next to the window | Documentation only |
Whenever possible, add photos to the individual defects.
This means you not only describe the problem but also have a visual record of its condition when you documented it.
Blank defect list template to copy
If you want to create your own list, you can use the following structure:
| Room | Item / area | Description of defect | Photo | Date discovered | Repair requested |
|---|---|---|---|---|---|
At the top of the document, it is also useful to include:
- tenant's name
- rental property address
- move-in date
- key handover date, if known
- property manager or landlord
- date the defect list was created
If there are several defects, organising them by room makes the document much easier to understand.
What should a defect list include?
A good defect list should be detailed enough for another person to clearly identify the damage.
Instead of writing:
“Floor damaged”
a better description would be:
“There is an approximately 12 cm scratch in the parquet floor in the bedroom, to the right of the balcony door.”
Try to include:
Room
For example:
kitchen, bathroom, living room or bedroom.
Affected area
For example:
worktop, wall, floor, window or washbasin.
Description
Describe objectively what you can see or what is not working.
Date
If possible, record when you first noticed the defect.
Photo
Add one or more photos for visible defects.
Documentation only or repair requested
Not every minor defect necessarily needs to be repaired.
A small scratch may simply need to be documented.
If a window does not close properly, however, you will probably want the property manager to investigate and repair it.
Why is a defect list useful after moving in?
A lot has to be checked during an apartment handover in a short period of time.
Minor damage can therefore easily be overlooked.
Some problems may only become noticeable after you have lived in the apartment for a few days.
For example:
- a blind does not work properly
- the refrigerator does not cool
- a window does not close completely
- an electrical socket does not work
- scratches become visible under certain lighting conditions
It can therefore be useful to inspect the apartment again carefully during the first few days after moving in.
Existing damage should be documented as accurately as possible and communicated to the property manager.
What does Swiss tenancy law say?
Under Article 256 of the Swiss Code of Obligations, the landlord must generally hand over and maintain the rented property in a condition suitable for the agreed use.
This does not mean that every minor sign of wear must automatically be repaired.
For a new tenant, the key point is to create a clear record of the apartment's condition.
The Swiss Tenants' Association recommends documenting defects discovered after moving in as precisely as possible and reporting them promptly to the landlord.
You should also check your tenancy agreement and handover documents. They may contain a specific deadline for reporting defects discovered after the handover.
Note: NewRent helps you document and send defect reports. NewRent does not provide individual legal advice.
Defect list as PDF or Word?
Traditional defect lists are often created using:
- Word documents
- Excel spreadsheets
- fillable PDFs
- handwritten forms
These options work, but they often involve several manual steps.
You have to download the file, fill in the sections, insert photos, possibly convert the document to PDF and then write an email to the property manager yourself.
NewRent automates these steps.
You enter your defects directly in your browser and receive a finished PDF defect list.
How the NewRent defect list works
1. Enter your apartment details
Add your contact details and the address of the rented apartment.
2. Select your property manager
Search for your property manager in NewRent.
For supported property managers, NewRent automatically selects the appropriate contact address based on your rental property address.
3. Add rooms
For example:
kitchen, bathroom, living room, bedroom, balcony or cellar.
4. Document the defects
For each defect you can:
- choose a category
- write a description
- upload photos
- record the date it was discovered
- choose between “Documentation only” and “Repair requested”
5. Generate the PDF
NewRent automatically organises the information by room and generates a professional PDF defect list.
6. Send it directly to the property manager
You can review the recipient, subject and message before sending.
After a short verification of your own email address, NewRent sends the defect list and PDF directly to the property manager.
There is no need to download the file and manually attach it to an email.
Example of a detailed defect description
Too vague
“Kitchen scratch”
Better
“There is an approximately 8 cm scratch on the kitchen worktop to the left of the hob.”
Too vague
“Window broken”
Better
“The right-hand window in the bedroom cannot be fully closed.”
Only describe what you can actually observe.
You do not need to diagnose the technical cause.
If you do not know why a window will not close, you do not need to claim that the hinges or frame are defective.
Adding photos to your defect list
Photos are especially helpful for visible damage.
Ideally, take two types of photos.
Overview photo
Show the defect together with its surroundings.
This makes it easier to understand where the damaged area is located.
Close-up photo
Then take a closer photo of the defect itself.
For a scratch in the floor, for example, first take a wider photo showing part of the room and then a close-up of the scratch.
Try to ensure:
- sufficient lighting
- sharp images
- as few unnecessary personal items as possible
- no people in the image unless necessary
Defect list after the apartment handover
You can still discover additional defects after the apartment handover has already taken place.
This is not unusual.
Some defects are difficult to spot immediately or only become apparent once you start using the apartment.
Examples include:
- household appliances
- heating
- blinds
- windows
- water connections
- electrical installations
If you discover an additional defect, document and report it as soon as reasonably possible.
Documentation only or repair requested?
There is an important difference between the two.
Documentation only
You simply want to record that the damage was already present.
Example:
A small scratch in the parquet does not bother you, but you want it documented.
Repair requested
The defect affects the use of the apartment and you want the property manager to investigate or fix the problem.
Example:
The refrigerator does not work.
NewRent lets you choose this separately for each defect.
This makes it clear to the property manager which points are simply being documented and which require attention.
Sending the defect list to the property manager
A structured defect list is easier to understand than a collection of individual photos sent over WhatsApp or across several separate emails.
A simple message could read:
Hello,
after moving into the apartment, I discovered several additional defects and documented them.
Please find attached my defect list with the relevant descriptions and photos.
For the items marked accordingly, I would appreciate it if you could review the issue and arrange a repair where necessary.
Kind regards,
[Name]
NewRent automatically prepares the message and attaches the generated defect list as a PDF.
Which defects should I document?
In principle, you can record anything that was already damaged when you moved in or does not work as expected.
Common examples include:
Flooring
- scratches
- dents
- stains
- damaged tiles
Walls and ceilings
- marks
- holes
- cracks
- chipped areas
Kitchen
- damaged worktops
- defective appliances
- damaged cabinet fronts
- loose handles
Bathroom
- damaged washbasin
- damaged bathtub
- leaking taps
- damaged tiles
Doors and windows
- scratches
- damaged frames
- defective handles
- windows that do not close properly
Electrical
- socket not working
- light switch not working
Even small existing defects can be useful to document.
Defect list vs. handover report – what is the difference?
The handover report is normally created when the apartment is handed over and records its condition at that time.
An additional defect list can be useful if you discover further damage after moving in that was not included in the original handover report.
The two documents therefore serve a similar purpose but may be created at different times.
Common mistakes when creating a defect list
Sending photos only
Photos without descriptions can be difficult to understand later.
Always add a short explanation.
Descriptions that are too vague
“Bathroom damaged” does not provide enough information.
State which item is affected and where the damage is located.
Not naming the room
If several defects are similar, it must be clear where each one is located.
Waiting too long
Document newly discovered defects as soon as possible.
Spreading information across several apps
Photos in your camera roll, notes on your phone and a separate email quickly become difficult to manage.
A single structured defect list is much clearer.
Create your defect list online for free
With NewRent, you can create your defect list online free of charge.
You do not need:
- a user account
- a Word file
- an Excel spreadsheet
- a separate PDF app
Simply enter your defects, add photos and NewRent automatically creates your document.
You can then download the defect list or send it directly to your property manager.
Document defects instead of filling out templates.
Create your defect list for free with NewRent.