Rentals, property, tenants
Rental condition report: a dated photo record before handing over the keys.
Move-in or move-out, landlord or tenant: timestamped, geolocated photos of every room, taken on the day, so the deposit is discussed on evidence rather than memories.
By Emmanuel Fernandez, CEO of Proov-It · Updated
The deposit is one of the most common sources of dispute between landlords and tenants. The signed inventory remains the reference, but its entries are often brief. A dated rental condition report with photos shows what words describe poorly: a scratch, a stain, the state of a seal.
With Proov-It, photos are taken in the mobile app, room by room. They are timestamped and geolocated, and their fingerprint is anchored on a blockchain. Up to 20 files of 100 MB per submission: a whole home, the meter readings and the signed inventory fit in a single proof.
At move-out, you repeat the same walk-through. The two submissions can be compared room by room, and anyone can verify the integrity of the files with the PDF certificate. The tool serves both sides: the landlord records the condition handed over, the tenant the condition returned.
Legal framework
Check-in, check-out and deposit: the French rule as an example.
Inventory and deposit rules differ between countries. In France, where Proov-It is based, the check-in and check-out report is drawn up jointly by the parties, or by a third party they appoint, when the keys are handed over and returned, and attached to the lease (Article 3-2 of French Act No. 89-462). The tenant may ask the landlord to complete the move-in report within 10 days, and to add the condition of the heating during the first month of the heating season.
Under Article 22 of the same Act No. 89-462, the deposit must be returned within one month of the keys being returned if the move-out report matches the move-in report, and within two months otherwise, less any duly justified sums.
Step by step
Move-in, follow-up, move-out: the method.
The same photos, in the same order, at move-in and move-out: that is what makes comparison possible.
Move-in: report and photos on the same day
Complete the inventory with the other party, then photograph each room in a fixed order: overview, floors, walls, ceilings, fittings, existing defects. Attach the signed document to the submission.
Key handoverMeter readings
Photograph the water, electricity and gas meters on the day.
Day oneDefects found after moving in
Photograph them at once, then tell the landlord in writing without delay: the submission dates your observation.
Without delayMove-out: same walk-through, same order
Repeat the same photos, in the same order, on the day the keys are returned. The two submissions can be compared room by room.
Key returnDeposit
Any deduction should be backed by evidence: photos, quotes, invoices.
At move-outWhat Proov-It adds
What your condition photos establish, and what they do not.
What the certificate establishes
- +The condition of each room on the anchoring date, at move-in and at move-out.
- +The integrity of the photos and of the attached inventory.
- +The date of a defect found after moving in.
- +The geolocation recorded at capture in the mobile app.
What it does not establish
- −The joint inventory: it still has to be drawn up and signed with the other party.
- −Whether damage is normal wear and tear or a breach of the lease.
- −The amount of any deduction from the deposit, which the court assesses in a dispute.
- −Compliance with national formalities, which vary from country to country.
Use cases
Condition report: what you document.
Move-in
Every room, every appliance, existing defects photographed when the keys are handed over.
Move-out
The same walk-through on departure, to compare on evidence and settle the deposit.
Meter readings
Water, electricity, gas: readings photographed and dated on the day.
Holiday lets
The condition of the property before and after each stay, in a few minutes.
Damage during the tenancy
Damage found during the let, dated before any repair.
Agencies and property managers
The same protocol for every property, with several users on one account.
How it works
A proof in three steps.
No jargon, no technical skills. You submit or you capture, we certify.
Choose or capture
Documents, photos, videos. Or take a photo or video directly in the app.
Add the context
A comment, tags, a folder. To organise your proofs and find them easily.
Submit
You receive a PDF certificate attesting to the file's existence and integrity on the anchoring date and, for a capture made in the app, the geolocation recorded at that moment.
Does it hold up in court?
A Proov-It certificate can be produced as evidence; the court assesses its weight. We attest to the anchoring date, the integrity of the file and, for a capture made in the app, the recorded geolocation, not the truth of its content.
Frequently asked questions
What we are often asked.
Does a photo condition report replace the signed inventory?
No. The signed inventory remains the reference. Timestamped photos complement it and document what the text describes poorly.
Can timestamped photos be used as evidence for the deposit?
They can be submitted as evidence, and the court assesses their weight under the national rules that apply. Dated, geolocated, unaltered photos are harder to challenge than ordinary ones.
Do I need a subscription for a condition report?
No. Individuals buy tokens, one token per submission, and the first proof is free. Agencies have plans with submissions included.
Can the other party approve the photos?
Yes. A proof can be sent for signature or approval, with acknowledgement of receipt and timestamped reminders.
Keep reading
Related pages
Service delivery proof and condition reports
Deliveries, move-in, move-out, cleaning, damage: dated and geolocated photos and videos.
Online proof for individuals
Neighbours, rentals, purchases, creations: prove the prior existence and integrity of any content.
Timestamped photo evidence
eIDAS Article 41, national rules of evidence, the court's assessment: what gives a photo weight as evidence, and how a timestamp makes it stronger.
Insurance claim photos
Water damage, fire, storm: photograph the damage before repairs with timestamped, geolocated photos that the insurer and the loss adjuster can verify.
Also see: Features · How it works · Pricing · FAQ