NovAsia

Rental Move-In Day: Inventory, Meter Readings, Keys and Defects

NovAsia · updated July 20, 2026

Prepared by the NovAsia Editorial Team

Move-in day can feel straightforward: collect the keys, bring in the luggage and test the internet.

In reality, the first few hours create the main evidence for the future return of the security deposit, responsibility for repairs and the starting point for utility charges. A year later, it may be impossible to remember whether a scratch was already on the dining table, how many access cards were issued or whether the washing machine had failed on one programme from the beginning.

Cambodia's Civil Code gives practical importance to the condition in which a leased property is delivered. If a tenant accepts the property without examining defects or discrepancies that could reasonably have been discovered, it may become harder to claim later that the landlord was responsible for them. Hidden defects are different, but they should still be reported promptly once discovered.

A proper handover answers seven questions:

  1. What did the apartment look like at delivery?
  2. What furniture, equipment and accessories were inside?
  3. What worked and what already had a defect?
  4. What were the electricity and water readings?
  5. How many keys, cards and remote controls were issued?
  6. What work did the landlord promise to complete after move-in?
  7. Who confirmed the record, and when?

Do not squeeze the inspection between the airport and dinner

Allow about 60 to 120 minutes for a normal furnished apartment.

A large unit, parking space, storage area or complicated access system may require longer.

A poor handover often looks like this:

Schedule the handover when:

If a night handover is unavoidable, sign a preliminary record stating that the tenant may report additional visible defects within a short agreed period, such as by the end of the following day.

This is a contractual arrangement, not an automatic legal rule, so write it down.

Prepare four things before the meeting

1. The lease

Mark provisions dealing with:

2. The listing or offer

Save the photographs and written description on which the decision was based.

3. An inventory template

Do not accept a single line saying “fully furnished.”

4. A defect log

No.LocationIssueEvidenceResponsible partyDeadline

Bring a charged phone with enough storage, a charger, a small flashlight, a tape measure if useful and a safe low-power device for testing ordinary sockets.

Do not dismantle equipment or perform dangerous tests.

First confirm that this is the agreed apartment

Before inspecting the furniture, verify:

A project may use several different references:

Move-in day is not the time for full title due diligence, but the apartment named in the lease must match the door, keys and unit being delivered.

If the agent offers “the same layout one floor higher,” it is a different property. The view, condition, furniture and utility arrangements must be reconsidered.

Confirm who has authority

Record:

A property manager may have keys and perform a physical handover without having authority to change rent, waive damage, retain the deposit or promise major works.

Where the owner is abroad, obtain written confirmation that the named representative may:

Do not make a large payment merely because someone can open the door.

The recipient must match the lease or a clear written instruction from the owner.

Record the apartment before bringing in personal belongings

Luggage and boxes quickly hide floors, walls and furniture.

Begin at the entrance and make one continuous overview video:

  1. Entrance door and lock.
  2. Living room.
  3. Kitchen.
  4. Bedrooms.
  5. Bathrooms.
  6. Balcony.
  7. Storage areas.
  8. Meters.
  9. Keys, cards and remotes.

Video establishes context. Photographs preserve detail.

For each room, take:

Do not photograph only defects. Wide photographs prove which item was present and where it was located.

How to photograph a defect

Use three images.

Wide view

Shows the room and the defect's location.

Medium view

Shows the affected part of the item.

Close-up

Shows the scratch, crack, stain, chip or tear.

Where useful, place a ruler or coin nearby without covering the damage.

Keep the original files. You may create brighter copies, but retain the originals with their metadata.

Use clear names, for example:

2026-07-19_bedroom-1_wall-stain_01.jpg

rather than:

IMG_8134.jpg

Walls and ceilings

Look for:

Do not diagnose a dark mark yourself. It may be mould, dirt or evidence of an old leak.

Record:

Do not paint over it before the condition is acknowledged.

If there is an active leak, water near electricity or an unstable ceiling, the apartment may not be ready for occupancy. Contact building management and an appropriate professional.

Floors

Check:

Look under light chairs and tables. Furniture may conceal pre-existing damage that could later be blamed on the tenant.

Photograph stains, burns and tears in rugs.

Do not move heavy furniture alone. Ask the manager to help where inspection is necessary.

Doors, windows and locks

Test each one.

Check:

Record which key opens which door.

For an electronic lock:

A defective entrance or window lock is not a minor cosmetic issue.

It affects security, rain protection and noise.

Air conditioners

Switch on every unit separately.

Check:

Hearing the fan is not enough. Let the system run for several minutes.

Record:

In Cambodia's climate, air conditioning is a core system. The lease should distinguish routine cleaning from major repair.

Stop testing if water is dripping near an electrical point.

Water supply

Open taps one at a time.

Check:

Allow water to run long enough to reveal slow drainage, but never risk overflow.

Look beneath:

If a leak appears, photograph the source and surrounding area immediately.

In a condominium, water may be billed through a building sub-meter rather than directly by Phnom Penh Water Supply Authority. Determine whose meter is used and which tariff applies.

Electricity

Check:

Do not open or dismantle electrical panels beyond normal user access.

Ask:

Photograph the entire meter so the image shows:

A reading without the meter number is easier to dispute.

Meter table

Complete a table for every measured service.

ServiceMeter or account numberReadingPhotograph
Electricity
Water
Other

Where building management uses an internal meter, request:

Do not rely on a tariff copied from an old listing.

Ask for confirmation that no previous debt will be charged to the new tenant.

If arrears exist, the landlord should explain in writing how they will be cleared without interruption of service.

Test every appliance

Do not use the phrase “everything works” unless everything was actually tested.

Refrigerator

Check:

Washing machine

Check:

Hob

Check:

Microwave or oven

Check:

Water heater

Check:

Television

Check:

Router

Check:

A short inspection may prove only that a device turns on.

Write “power-on test only” if a complete cycle was not performed.

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Furniture inventory

List individual items, not just rooms.

Weak description:

Bedroom: complete furniture set.

Better description:

Describe condition:

“Used condition” is too vague.

For expensive equipment, consider recording:

Mattress and upholstered furniture

Check:

Do not accept a mattress hidden under bedding without inspection.

If professional cleaning was promised, write the deadline.

A serious allergy concern or suspected pest problem should be addressed before the first night.

Kitchen inventory

Count items where exact return will matter:

You do not need to count every spoon if the landlord does not expect an exact return, but any item that may support a deposit deduction should be listed.

Previous occupants' food should be removed unless the tenant explicitly agrees to keep it.

Check expiry dates and cleanliness.

Bathrooms

Record:

Cracked sealant, rust and loose fittings often cause small disputes. Photograph them before use.

Balcony and external areas

Check:

Do not place belongings outside before checking drainage.

For a household with children or animals, inspect gaps and climbable features.

A balcony may be for private use while its façade and drainage remain connected to common systems. Do not alter them without approval.

Cleaning standard

“Professionally cleaned” should be judged by the result.

Inspect:

If cleaning is inadequate, choose one clear solution:

Do not rely on a verbal promise to reimburse cleaning later without an amount and payment method.

Classify outstanding repairs

Cosmetic

Functional

Dangerous

Functional and dangerous matters need deadlines and an escalation process.

Cambodia's Civil Code generally requires the landlord to undertake repairs necessary for use of the property, while the tenant must report the need for repair promptly. A lease may allocate routine maintenance, but essential major repairs do not automatically become the tenant's responsibility merely because the tenant has moved in.

Create a promise log

Every promise should identify:

Example:

The bedroom air conditioner will be serviced by the landlord's contractor no later than 22 July. The tenant will provide access from 10:00 to 12:00.

Avoid:

We will fix it soon.

Send the final list by email or the agreed messaging platform and request confirmation.

Keys, cards and remote controls

Create a complete list:

Record visible serial numbers where useful.

Ask:

Test every card and remote.

A key that does not open the required door has not been effectively delivered.

Parking

Confirm:

Photograph the bay number and any existing marks or damage.

If parking is leased separately, keep the receipt.

Do not rely on “use any available space” unless the building formally operates unallocated parking.

Resident registration

The building may require:

Complete registration before the first late return.

Ask whether management provides:

Do not assume the agent has done it.

Basic safety orientation

Identify:

Do not test alarms or other safety equipment without permission.

Report blocked exits or serious hazards immediately.

Make sure the lease and inventory agree

Common inconsistencies include:

Create a discrepancy table and resolve each item.

The inventory should be an attachment to the lease, not an unrelated note.

Both parties should sign or electronically confirm the same version.

Language of the documents

If the lease or inventory is bilingual, identify which language prevails.

Do not sign a Khmer-only document you do not understand based solely on an agent's summary.

Photographs reduce ambiguity in a household inventory, but legal obligations still need to be comprehensible.

Deposit records

A security-deposit receipt should show:

The move-in inventory establishes the baseline for future deductions.

Do not combine without explanation:

Each amount needs a recipient and return procedure.

What to send during the first 24 hours

Send one organised package containing:

Do not send 80 disconnected messages with no index.

Ask the landlord to reply:

Received and agreed.

or identify disagreements promptly.

Silence is weaker than explicit confirmation, although the evidence remains useful.

Defects discovered later

Some problems appear only during normal use:

Notify the landlord as soon as the defect appears.

Hidden defects may be treated differently under the Civil Code, but rights and remedies depend on the facts. Delay can make both the problem and the evidence worse.

The notice should include:

Do not arrange major repair and present a bill without approval unless there is a genuine emergency and a proper legal basis.

Fair wear and tear versus damage

Cambodia's Civil Code distinguishes tenant-caused damage from deterioration caused by ordinary use.

The initial record should be detailed enough to avoid two opposite claims:

Ordinary use may, depending on circumstances, include gradual fading and minor surface marks. Assessment depends on:

A door broken by impact, a major burn or a missing item is different.

No single photograph automatically decides a dispute, but consistent before-and-after records substantially strengthen the evidence.

Move-in folder structure

01 Lease and payments

02 Inventory

03 Condition

04 Utilities

05 Access

06 Repairs

Keep a backup outside the phone.

Red flags

Practical sequence

Before the appointment

First 15 minutes

Next 45–90 minutes

Before signing

Within 24 hours

Main principle

A move-in inspection is not about finding reasons to complain. It creates a shared starting point.

A strong handover has four layers:

  1. Photographs and video.
  2. Written inventory.
  3. Functional testing.
  4. Confirmation by the landlord or authorised manager.

When all four agree, repairs are easier to organise, utility bills begin from a clear reading and the security-deposit discussion at move-out is based on evidence rather than memory.

This material is for general information only and is not a substitute for individual legal or technical advice in Cambodia. Do not independently test electrical, gas, structural or other dangerous systems; use qualified professionals and building management.

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Sources

  1. Kingdom of Cambodia — Civil Code, Articles 596–605 and 610–611 on leases, care of the property, repairs, defects at delivery, rent and the tenant's duty to report problems; English translation published with support from the Japan International Cooperation Agency. Checked 19 July 2026.
  2. Kingdom of Cambodia — Civil Code, Articles 618–621 on return condition, ordinary wear, removal of installed items and claims following return. Checked 19 July 2026.
  3. Royal Government of Cambodia — Sub-Decree No. 126 on management and use of co-owned buildings, private units, common systems and internal rules. Checked 19 July 2026.
  4. Phnom Penh Water Supply Authority — official information on meters, billing and customer service. Checked 19 July 2026.
  5. Ministry of Commerce and Cambodian consumer-protection authorities — Consumer Protection Law and framework addressing unfair standard-form contract terms. Checked 19 July 2026.

Frequently asked

Is a video of the apartment enough?

No. Use close-up photographs, a continuous overview video, a written inventory and confirmation from the landlord or authorised manager. A single video often does not prove the condition of a specific item.

What should I do if I discover a defect on the evening after moving in?

Photograph or film it immediately with the date, avoid unauthorised repairs unless there is a genuine emergency, and notify the landlord or manager in writing that same day.

Should I record meter readings if utilities are included in the rent?

Yes. Readings can reveal old debt, unusual consumption, a leak or a discrepancy between the building meter and the landlord's calculation.

Who should sign the inventory?

The tenant and the landlord, or a properly authorised property manager. If the owner is absent, the manager's authority to hand over the apartment, receive deposits and agree defects should be clear before move-in.

Inventory and condition0 of 4
Meters and utilities0 of 3
Keys and access0 of 4

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