Defect report
How to write a good move-in defect report
NewRent editorial team · Last updated 3 October 2026
A good defect report is organised by room, describes each defect briefly and clearly, includes photos and is dated, so the property manager can follow it quickly.
What to include
- Tenant's name
- Address and floor of the flat
- Move-in date and creation date
- Recipient: property manager or landlord
- Per room: every defect with title, location, description and photos
- Per defect: document only or repair requested
Good descriptions
Describe objectively what you see. Example: “Scratch in parquet, approx. 15 cm, in front of the window” instead of “floor damaged”.
Common mistakes
- Sending only photos without descriptions
- Not stating the room
- No date
- Not keeping a copy
Sources
General information, not legal advice.