Used by property professionals across the UK & Ireland to manage check-ins, handovers and start-of-tenancy records.
What is a check-in report?
A check-in report records the condition of a property and the key handover details when a tenant moves in. It can confirm the move-in condition, keys, meters, alarms, documents shared and tenant acknowledgement at the start of the tenancy.
Move-In Record
Document the property and handover details at the point the tenant moves in.
Tenant Acknowledgement
Capture signatures, comments or confirmation where required.
Handover Details
Record keys, meters, alarms, manuals and other important move-in information.
Future Reference
Use the check-in record alongside the inventory and later check-out report.
Why a clear check-in matters
A professional check-in helps ensure important move-in details are recorded clearly. It gives agents, landlords, tenants and property managers a shared record of what was handed over, what was acknowledged and what evidence was captured at the start of the tenancy.
Clearer Tenant Handover
Record key move-in information in one structured report.
Better Evidence
Capture photos, meter readings, keys and supporting details.
Tenant Acknowledgement
Collect signatures, comments and confirmation where required.
Fewer Manual Steps
Connect inspection, document sharing and report delivery in one workflow.
Stronger Check-Out Comparison
Use the check-in alongside the inventory for future comparison.
More Professional Move-Ins
Give tenants and clients a clearer start-of-tenancy experience.
What should a professional check-in include?
Every move-in workflow is different, but a professional check-in report should clearly record the property condition, handover details and any supporting documents or acknowledgements.
Property Details
Address, property type, tenancy date, move-in date and client details.
Tenant / Occupant Details
Names, contact details or relevant occupant information where appropriate.
Inventory Reference
Link or reference the original inventory report where applicable.
Move-In Condition
Record key condition notes at handover.
Meter Readings
Capture gas, electric, water or other readings with photo evidence where required.
Keys and Access Items
Record keys, fobs, remotes, parking permits, access cards and alarms.
Key Collection and Return
Record who collected or returned keys, when, and any handover notes.
Appliances, Manuals and Alarms
Record manuals, appliance information, alarm codes or other handover details.
Supporting Documents
Upload and share relevant documents privately.
Photos
Capture condition evidence, meters, keys, alarms and other move-in details.
Tenant Comments
Allow tenants or occupants to add comments where required.
Signatures and Acknowledgements
Capture sign-off, acknowledgement or handover confirmation.
Report History
Maintain a record of report creation, delivery and updates.
Branded Output
Deliver a professional check-in report under your company brand.
Record key handover and meter readings clearly
Check-ins often involve practical move-in details that need to be documented properly. InventoryBase helps teams record keys, access items, meters and handover notes in a structured way.
Key Collection
Record keys collected before or during the appointment.
Key Return
Record keys returned to tenants, agents, landlords or property teams.
Access Items
Track fobs, remotes, parking permits, access cards and other items.
Meter Readings
Capture gas, electric, water or other readings.
Meter Photos
Attach photos directly to meter reading records.
Alarms and Codes
Record alarms, access instructions or handover notes where appropriate.
Handover Notes
Document special instructions or outstanding items.
Tenant Confirmation
Capture signatures or acknowledgement of the handover record.
Upload and privately share move-in documents
InventoryBase can help teams keep important tenancy and property documents connected to the check-in workflow, so tenants, landlords or clients can access the right information securely where appropriate.
Private Sharing
Share documents with selected recipients only.
Document History
Keep a record of what was uploaded and shared.
Connected to the Property
Store documents alongside the property or check-in record.
Recipient Access
Give tenants, clients or property teams access to relevant files.
Controlled Delivery
Choose which documents are included or shared for each workflow.
Report Context
Reference documents within the check-in record where useful.
InventoryBase helps share and keep documents connected to handover workflows. It does not confirm statutory service or guarantee legal compliance.
Capture tenant acknowledgement at handover
Collect signatures, comments and acknowledgements as part of the check-in workflow, helping create a clearer record of what was reviewed and handed over.
Digital Signatures
Capture tenant or client signatures.
Comments and Notes
Allow comments or handover notes to be recorded.
Report Acknowledgement
Record that the check-in report has been reviewed or received.
Document Acknowledgement
Where configured, record acknowledgement of shared documents.
Date and Time Records
Keep activity connected to the report history.
Recipient Tracking
See when reports are delivered, opened or reviewed.
Complete check-ins on-site
Use the InventoryBase mobile app to complete check-ins during the move-in appointment.
Guided Checklist
Work through condition, keys, meters, documents and signature steps.
Photo Capture
Capture room condition, meters, keys and handover evidence.
Voice-to-Text Notes
Record observations quickly during the appointment.
Offline Access
Keep working even where signal is limited.
Meter Reading Fields
Record structured meter details with supporting photos.
Signature Capture
Collect acknowledgement directly on mobile.
Live Syncing
Sync check-in data back to the platform.
Report Generation
Turn captured data into a professional check-in report.
Standardise every check-in
Use templates, dictionaries and reusable wording to keep check-in reports consistent across clerks, branches, clients and providers.
Check-In Templates
Start from professional check-in report templates.
Custom Handover Sections
Add key, meter, document and tenant acknowledgement sections.
Room Presets
Use standard room structures where condition details are required.
Dictionaries
Use approved wording and condition language.
Auto Text
Speed up repeated check-in notes and standard phrases.
Client-Specific Workflows
Adapt check-in reports for different clients or contract requirements.
Branch Standards
Maintain consistency across teams and offices.
Branded Reports
Deliver check-ins under your company brand.
See a sample check-in report
Preview a professional InventoryBase check-in report to see how move-in condition, keys, meters, documents, tenant signatures and report history come together.
Connect check-ins to tenant onboarding workflows
Where configured, InventoryBase can support connected workflows with tenant referencing, onboarding or lettings platforms, helping move-in information flow more smoothly between systems.
Create Check-In Jobs
Trigger check-in workflows from tenant onboarding or tenancy progression stages.
Sync Tenant Details
Bring tenant or occupant information into the check-in workflow where supported.
Share Move-In Documents
Connect document sharing with onboarding workflows.
Update Handover Status
Send completion or report status back to connected systems where supported.
Automate Notifications
Trigger emails, tasks or follow-ups through integrations or Zapier.
Support Custom Workflows
Use approved API access for deeper workflow connections.
Optional and available where configured or supported through approved API access.
Create a clearer record for future check-outs
A check-in report can support future comparison by recording the move-in condition, handover details and tenant acknowledgement at the start of the tenancy.
Move-In Baseline
Record condition and handover details at the start of the tenancy.
Tenant Acknowledgement
Capture signatures, comments and confirmation where required.
Photo History
Keep move-in evidence organised by room, meter, key or item.
Easier Check-Out Review
Use the check-in record alongside the inventory when reviewing end-of-tenancy condition.
Check-in tools built into one platform
Related report workflows
Inventory Reports
Create a detailed start-of-tenancy condition and contents record.
Explore Inventory ReportsCheck-Outs
Compare end-of-tenancy condition against the original record.
Explore Check-OutsMidterm Inspections
Record property condition during the tenancy.
Explore Midterm InspectionsTenant Self-Service
Collect guided tenant evidence remotely where appropriate.
Explore Tenant Self-Service