Is it necessary to sign a moving report?

Is it necessary for both landlord and tenant to sign the moving report at the end of a moving inspection? Having the tenant sign the report can be a way to document that they received a copy of the report.

Why should the landlord sign the report?

The landlord, or the landlord’s representative, can sign the report to show who conducted the moving inspection. Thus, if the landlord performs the moving inspection, they sign the report. However, if a representative performs the inspection, the representative signs it instead.

What does the tenant’s signature mean?

The tenant does not necessarily have to sign the report, but the possibility is there. Usually, tenants only sign the report once, which shows that they agree to the condition of the property and the possible repairs mentioned in the report.

Some landlords might try to kill two birds with one stone with a statement along the lines of: “With this signature, the tenant also acknowledges that they received a copy of the moving report.”. In such cases, the tenant accepts the content of the moving report and that they have received it.

When should the tenant have a copy of the report?

When tenants are present at moving inspections, they can hand them a copy of the report at the end of the inspection. If not, it might be a good idea to send them a copy within two weeks of the inspection.

Documentation that the tenant received the report

It might be a good idea to have the tenant acknowledge that they received a copy of the moving report. Then, you can document that they received a copy of the report.

There are different ways to document that the tenant received a copy of the report. For example, the tenant can give their signature to acknowledge they received the report. But it is also possible for the tenant to send a letter of confirmation that they received it.

How to sign the moving report with DomuSpect

With DomuSpect, you can sign the report in-app – just like when you receive a package. The tenant can give three signatures, and each signature is specified:

  1. The tenant can agree on the condition of the property and the needed repairs by signing the moving report.
  2. The tenant can agree to receive the report digitally by giving their signature.
  3. The tenant can confirm to have received a copy of the moving report by giving their signature.

If you enter your company information, including a signature, DomuSpect automatically uses that signature in the moving reports. Thus, you do not have to sign every single report you create.

Is a digital signature legally valid?

Yes. It does not matter whether the tenant signs the report on paper or digitally – the signature is valid either way.

Fun fact!

In many countries, signatures are valid no matter how they look. For example, your signature can be a sequence of random letters or a sign, as you don’t need to use your name as a signature. Thus, an X will also be considered a valid signature.

X 😉 

P.S. 

We have a tip for you: if you take a picture of the tenant at the inspection, you can document that they were present for the inspection.