Tenant Move-In and Move-Out Evidence Kit with Inventory Annexure, Photo Log and Deposit Refund Letters

Tenants and landlords in Indian cities can record a rented home's condition at move-in and move-out, keep dated photo and meter evidence, and work out how much of the security deposit is still due. If the deposit is held back, three plain refund letters take it step by step.

What's inside

• Inventory-Annexure-Template-v1.0.docx: an 11-page inventory and condition annexure to attach to your rent or leave and licence agreement. Parts A to G cover the parties, handover and meter readings, keys, 12 room tables (move-in and move-out condition, note and photo reference for each item), known defects, painting and cleaning as agreed, and signatures at move-in and move-out.
• Move-In-Move-Out-Photo-Log-v1.0.xlsx: an Excel workbook with 7 sheets (Start Here, Property, Photo Log, Meters, Rent and Bills, Deposit Reconciliation, Lists). It holds 500 photo rows, 200 meter readings with units worked out, and 300 payment rows with totals for each party. The deposit reconciliation takes 30 claimed deductions and 10 refunds. The room and item dropdowns use exactly the same names as the annexure. A fictional sample is filled in.
• Deposit-Refund-Demand-Letter-v1.0.docx: 4 pages. A how-to page, then three letters: a refund request, a request for itemised deductions with evidence, and a final request before you consider other remedies.
• Tenant-Evidence-Kit-Guide.pdf: a 17-page guide. It covers reading the agreement, both walk-throughs, naming and sharing photos, and normal wear and tear. It also covers the Model Tenancy Act and the states that have adopted it, registration and stamp duty, what to do if the refund is refused, the field table for the letters, and a page for landlords.

How to use it

1. Before you sign, read the deposit, painting, notice and lock-in clauses, and make sure the agreement refers to the annexure.
2. At move-in, walk through the home together and photograph every room. Fill in the annexure and both sign it. Log the photos and meter readings, and send the photos to the other party the same day.
3. During the tenancy, ask for repairs in writing and log rent and bills.
4. At move-out, walk through again, fill in the move-out columns and sign. List any proposed deductions on the Deposit Reconciliation sheet.