Final inspection of a rental property: the landlord's checklist

The final inspection of the rental property is the most important step for the landlord when the tenancy ends. It helps to protect the landlord's rights, ensures the condition of the property and provides the basis for any claims for compensation and security. Properly carried out, the final inspection will prevent ambiguities and reduce disputes with the tenant.

In this article, we will go through step by step how to carry out a final inspection of a rental property, what the law says about it and what practical steps a landlord should remember. There are concrete tips, and in the last section a checklist for the final inspection of the rental property.

What the law says about the final inspection of a rental property

The Finnish Residential Tenancies Act (481/1995) does not contain an explicit provision on the final inspection or cleaning of the rented dwelling. However, there are two laws that are most commonly applied.

According to Article 24 of the Act, the tenant must immediately notify the landlord of any damage to or defect in the apartment, the repair of which is the responsibility of the landlord.

In relation to the above law, please note your own responsibility as a landlord for repairs ( Article 23 of the Act): the landlord must, without undue delay, carry out the necessary repairs for which he is responsible. Failure to do so may affect the law below:

According to Article 25 of the Act, the tenant must take good care of the property and is liable for any damage caused to the property unless he can prove that he has taken good care.

This law can generally be interpreted as meaning that the tenant must keep the dwelling clean and return it in good condition at the end of the tenancy. As the law is not precise, it is recommended that the condition and level of cleanliness of the rental property, in line with your expectations, be determined at the final inspection to ensure your interests. An initial inspection is critical before the tenancy starts, as it will support your arguments in the event of a dispute.A written report and photographs can be used as evidence, for example in disputes over the return of a deposit .Practical recommendations for the landlord

Always do the final inspection in writing, preferably together with the tenant.
Document the condition of the apartment at the initial inspection and at the final inspection (photos, report, possible repair needs).
Make sure that the final cleaning is done and clearly agreed in the rental contract.
If the tenant does not participate in the inspection, do it unilaterally and record the findings.

Although there is no legal obligation to carry out a final inspection, it is the landlord's best protection in case of damage or neglect. Legislation is subject to change, so it is advisable to check official sources for up-to-date information, such as Finlex.
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How the initial inspection is linked to the final inspection

Many landlords carry out a thorough initial inspection at the start of the tenancy, but neglect the final inspection. In reality, the two inspections go hand in hand - the initial inspection provides a baseline against which the final inspection can assess whether there is any new damage or excess wear and tear.

The advantage of an initial inspection:
- Write down any wear and tear, damage and defects that are already present in the home.
- An easy reference point: if something new turns up during the final inspection, you're more likely to know it's from the rental period.
The advantage of a final check:
- The possibility of apportioning liability: if the tenant has failed to clean up or has caused damage, the landlord has a strong case for compensation.
- Reduce the number of contentious situations by having both parties go through the home together and see any shortcomings right away.

Always do the final inspection in writing, preferably together with the tenant.
Document the condition of the apartment at the initial inspection and at the final inspection (photos, report, possible repair needs).
Make sure that the final cleaning is done and clearly agreed in the rental contract.
If the tenant does not participate in the inspection, do it unilaterally and record the findings.

In short, when both inspections are carefully carried out and documented, the landlord has clear evidence of the condition of the property before the tenant arrived and how good or bad it is at the end of the tenancy. This protects the rights of the landlord in particular, as a clear evidence base is always required to withhold security or claim damages.

Tenant's obligations and responsibilities

The tenant has the most significant obligations and responsibilities with regard to the final inspection, based on both the law and the terms of the lease. The main duties of the tenant at the end of the tenancy are:

Maintenance and final cleaning: the tenant must leave the accommodation in the same or better condition than it was, taking into account normal wear and tear. All surfaces must be cleaned with sufficient care and any dirt or debris must be removed.
Damage prevention and reporting: if the tenant notices a problem, such as a water leak or a broken door handle, the landlord must be informed immediately. The law states that negligence or wilful damage by the tenant can lead to liability for damages.
Return of keys: the tenant must return all keys received at the agreed time. If keys are lost, the landlord has the right to charge for rekeying or having keys made.

If the tenant fails to clean the apartment or causes damage to it, the landlord can deduct the costs of this from the rent guarantee. However, this always requires clear documentation of the damage and the repairs carried out.

Normal wear and tear vs. damage

Normal wear and tear refers to the normal ageing of a dwelling and signs of use that cannot be reasonably prevented. Examples include:

Minor wear and tear of the floor or paint surfaces over the years.
Small scratches on the edges or walls of the furniture.
Slight deterioration in the performance of windows or doors after prolonged use.

Damage means abnormal wear and tear caused by the intentional or negligent conduct of the tenant. A few clear examples:

Water leaks that are not responded to in time, even if the tenant was aware of the problem.
Large holes in walls or doorways without permission.
Significant surface damage caused by animals (scratched walls, deeply worn floors).

The landlord should distinguish between the two as objectively as possible. A good rule of thumb is to consider whether a similar impression would probably have been made in your own normal accommodation.

Carrying out the final check

The best time for the final inspection is usually at the same time as the handover of the keys. This is when the apartment is empty and the final cleaning has (hopefully) already been done. To avoid any last-minute hiccups, it is a good idea to ask the tenant to let you know well in advance when the move will be complete.

If a key is missing, the landlord has the right to have a new key made or to change the locks if the security risk is deemed to have increased. The cost may be charged to the security deposit if the key is lost under the responsibility of the tenant. Also clearly record the missing key in the final inspection report.

During the final inspection, it is worth going through the apartment room by room. This clear will help you to notice even small details that might affect the return of the deposit. If in a smaller apartment the rooms are connected, the basic principle is still the same.

Entrance hall and storage

Check the condition of the floor and walls. In the hallway you often see the usual wear and tear from shoes and outdoor clothing.
Make sure there is no tenant's belongings or rubbish in the storage lockers.
Pay attention to the functionality of doors and locks, especially if these areas have separate doors.

Living room and bedrooms

Inspect the surfaces of walls and ceilings for any holes, cracks or marks.
Check the floor for wear, scratches or water damage?
If there has been fixed furniture in the apartment (e.g. a wardrobe), check the doors and shelves carefully.
Also consider possible odour problems. For example, odours from tobacco or pets are often the responsibility of the tenant if they are different from normal living conditions.

Kitchen

Check your appliances: fridge, freezer, cooker, oven and dishwasher. All must be intact and clean.
Open kitchen cupboards and drawers to make sure there's no food or rubbish inside.
Check the sink, taps and drains for leaks or blockages.
Also check the seals on refrigeration appliances: are they worn normally or have they broken due to careless use?

Bathroom and toilet

Check the seals on the shower, sink and washing machine connections. Look for signs of water damage or leaks.
Open the floor drain and make sure the drain is not blocked.
Pay attention to possible moisture or mould damage, for example at the joints in the tiles.
If there are cupboards in the bathroom, check their condition both inside and outside.

Balcony or terrace

Check the floor material: is it worn normally or is there clear damage to the surface?
If your balcony has glazing, make sure it slides and closes properly.
Look for signs of water leaks or structural damage, especially if it's an older building.

Storage and other additional facilities

In many cases, the apartment comes with a basement or attic. Check that there are no belongings or rubbish left behind by the tenant.
Check the functionality of the locks and the condition of any shelves.
Note any anomalies (e.g. broken doors or wall panels) on your checklist.

Note any shortcomings or damage you find in a detailed report. Take a photo of clearly visible problem areas. This will give you a clear written and visual overview of the condition of the home.

Specific findings of the final inspection on the adequacy of the cleaning of removals

A well-done move-in cleaning ensures that your rental property is ready for a new tenant straight away. It also reduces the risk of the landlord having to clean the property at his own expense, or having to charge the tenant for the cleaning.

Key cleaning targets

Floors: the tenant must vacuum and wash the entire floor of the apartment. It is particularly important to wipe down corners, floor mouldings and any areas where stains have accumulated.
Kitchen appliances: the tenant must clean the fridge, cooker, oven and dishwasher. The oven, fridge, cooker, oven, hob, oven, hob and oven, drain the grease filters and wipe down the surfaces, both inside and out.
Cupboards and shelves: shelves and shelves in the kitchen and other rooms must be wiped clean. Check also the surfaces above, such as the tops of cupboards.
Bathroom: tile seams, sink, taps, shower screen and toilet seat. Don't forget the floor drain and the sink trap.
Windows: at least the inside surfaces should usually be wiped. The contract may specify whether the outside of the windows should also be washed.
Other surfaces: it's also a plus to wipe down door handles, light switches and light bulbs, as they collect dust and fingerprints. Cleaning adds to the overall impression of tidiness.

What to do if the cleaning is inadequate?

First, the landlord can agree with the tenant to do the cleaning.
If the tenant is unwilling or unable to come back to clean, the landlord can hire a professional. The cost may be charged against the security deposit if the lack of cleaning is a clear breach of the terms of the lease or of the general duty of care.
All additional costs and related measures should be documented in detail (e.g. photos before and after the professional cleaning and an invoice for the cleaning service).

Finally, check whether the cleanliness of the apartment meets your own and the housing association's general standards. If everything is in order, mark it in the report. This way, the final inspection will leave clear evidence that the landlord has no reason to withhold a deposit for cleaning costs.

Preparation of the final inspection report

A well-drafted final inspection report is the landlord's most important document in the event of a dispute. It allows you to verify the condition of the property at the end of the tenancy and to justify any demands to withhold security.

What should be included in the report?

Date and parties involved: state the date of the inspection, the names of the landlord and the tenant and the persons involved in the inspection.
Basic information about the dwelling: address, number of rooms, floor area and other relevant information.
Room by room observations: briefly record the condition, cleanliness and any damage of each room.
Photos: attach photos or refer to the folder where they are stored. Any damage or noteworthy facts should be photographed.
Possible repair or cleaning needs: specify what kind of measures the dwelling may require. For example, "wall patching in the bedroom" or "professional cleaning in the bathroom".
Signatures: signatures of the landlord and tenant (if applicable) or electronic confirmation. This indicates that both are aware of the contents of the report.

If the tenant refuses to sign or disagrees, note in the report that the tenant disputes certain points. However, remember to include your own photos and reasons. This will leave you with a detailed document that will be valuable if the matter goes to dispute.

Damages at the final inspection

Rental guarantee

Maximum amount: the rent guarantee can legally be up to three months' rent.
Return: the landlord is obliged to return the deposit within a reasonable time after the end of the tenancy if the tenant has fulfilled his/her obligations. Any repair or cleaning costs may be deducted from the security deposit, as long as they are clearly documented.
General timetable: the deposit is often returned within 1-2 weeks after the tenancy has ended and the final inspection has been carried out.

Insurance

Landlord's insurance: it is recommended that you take out an extended landlord's home insurance policy, which also covers the risks of the rented property.
Tenant's home insurance: many tenancy agreements require the tenant to have their own home insurance, so that minor water damage or other everyday incidents are handled smoothly.

Damages

If the tenant has caused the damage intentionally or negligently, he or she is liable for compensation under the law.
Document all evidence (photos, repair reports, any statements) and present it to the tenant if necessary.
Damages can be recovered by withholding an appropriate amount from the rental guarantee or by recovering unpaid expenses afterwards.

Once the damages to be compensated have been identified and a report drawn up, the situation is clearer for both parties. This significantly reduces the risk of long, costly disputes.

Disputes and their resolution

If the landlord and tenant cannot agree on the results of the final inspection, it is best to try to resolve the problem in a calm and constructive manner:

Talk face to face
- Provide evidence (report, photos).
- Listen to the tenant's point of view and any counter-arguments.
Negotiate a possible compromise
- If there is disagreement about the extent of the damage, you can agree, for example, on half of the repair costs or a certain amount of compensation.
- A solution that is acceptable to both parties saves time and effort compared to litigation.
Get an expert opinion if necessary
- If the crux of the dispute is about the cause of moisture damage or other major repairs, for example, an impartial expert can provide an assessment of what is normal wear and tear and what is not.
As a last resort, taking the dispute further
- The Consumer Disputes Board or the District Court can deal with disputes relating to the tenancy.
- It is advisable to try to reach an agreement before this stage, as litigation is both time-consuming and expensive.

In case of disagreement, the key is to have the most comprehensive documentation possible. Photographic evidence and reports can help to show the condition of the property and what remedial action may be needed. This allows the landlord to thoroughly substantiate claims for compensation, which often settles the dispute at an early stage.

Measures after the final inspection

Once the final inspection of the rental property has been carried out and any deficiencies or damages have been recorded in the report, the landlord can take the necessary follow-up action:

Evaluation of repairs and cleaning
- If there is clear damage, get an estimate of the repair costs. You can do minor repairs yourself, but for more extensive damage, professional estimates and receipts will support your claim.
- If the cleaning is incomplete, decide whether you want the tenant to come back or whether you prefer to have it done by a professional.
Return or withholding of security deposit
- If no significant problems are found during the final inspection, the security deposit will be returned to the tenant within a reasonable period of time.
- If the apartment needs repairs or a thorough cleaning, the landlord can deduct the costs of these from the security deposit. In this case, it is important to be able to prove the amount and justification of the costs incurred (e.g. photos of the damage, cleaning bill).
Future tenants
- Once the property is ready to rent again, it's time to find a new tenant. A well-documented final inspection reduces uncertainty and helps to demonstrate that the property is in good condition.
- You can also use the photos and the report for marketing purposes (e.g. for an advertisement, if you want to show the general appearance of your home).
Final accounts
- Keep all documents, receipts, reports and photos for at least a few years. This way, you will have evidence if there are any disputes afterwards about collateral or compensation.

Careful follow-up will ensure that the landlord's rights are respected after the final inspection. At the same time, they provide a good basis for welcoming a new tenant.

Final inspection checklist for a rental property

At the end of a tenancy, a well-executed final inspection will help prevent disputes and verify the condition of the property. Below is a short checklist to support a successful final inspection:

Arrange an inspection and return of keys in good time
- Ask the tenant to let you know when the property has been completely emptied and cleaned.
- Make an inspection immediately upon handing over the keys.
Distinguish normal wear and tear from damage
- Minor scratches and wear are part of normal living.
- Any damage caused intentionally or through negligence is the responsibility of the tenant.
Document all
- Take photos or videos room by room.
- Record any shortcomings you find and the agreed actions in the final inspection report.
Check the final cleaning
- Go through the kitchen appliances, cabinets, bathroom surfaces and floors.
- If the cleaning is inadequate, agree with the tenant on additional cleaning or charge the cost of the deposit.
Report and signatures
- Note the date, any damage and repair needs, and the parties involved.
- If the tenant refuses to sign, take photos and make sure you have the report.
Handle security and damages
- Return the deposit on time if there are no problems.
- Keep only the appropriate expenses on the security deposit and document the cost of repairs or cleaning.
Repairs and finishing
- Make sure that any damage is repaired as soon as possible so that the property is ready for the new tenant.