The Rental Housing Act 50 of 1999 expects a landlord and tenant to inspect the property together twice: before the tenant moves in, and within the three days before the lease ends. The reports from those two inspections decide almost every deposit dispute, so it pays to do them properly.
Why the inspection matters so much
If the landlord does not inspect with the tenant, the Act treats that as the landlord accepting the property is in good repair. The landlord then has no further claim for damage and must refund the full deposit plus interest. For tenants, the move-in report is the only proof that a crack or stain was already there. For landlords, the pair of reports is the evidence behind every fair claim.
How to run the inspection
- Agree on a date and time, and do it before any furniture goes in or after it has all come out.
- Walk the property in a fixed order, the same order at move-in and move-out.
- Photograph each room from the doorway, then take close-ups of every defect. Keep the original files, which store the date.
- Write each defect on the report in plain words: what, where and how big.
- Both parties sign every page. Each keeps a copy.
The checklist
Entrance and throughout
- Front door, locks, security gate and burglar bars
- Walls and ceilings: cracks, damp patches, holes, paint condition
- Floors and skirting boards
- Light switches, plug points and every light fitting (bring a phone charger to test plugs)
- Windows: glass, handles, latches, burglar bars, curtains or blinds
- Smoke detectors and alarm system, if there is one
Kitchen
- Stove plates, oven, oven door seal and extractor fan
- Sink, taps and the cupboard under the sink for leaks
- Cupboard doors, hinges, drawers and shelves
- Countertops for burns, chips and stains
- Any appliances included in the lease: fridge, dishwasher, washing machine connection
Bathrooms
- Toilet flush, seat and base for leaks
- Basin, bath and shower: cracks, chips, water pressure, hot water
- Grout and silicone seals for mould
- Extractor fan or window ventilation
- Towel rails, mirrors and cabinets
Bedrooms and living areas
- Built-in cupboards: doors, rails, shelves
- Carpets for stains, burns and wear
- Walls behind where furniture will stand
- Fireplace or heater, if included
Outside and security
- Gate motor and every remote, counted and tested
- Garage door and its remote
- Garden, paving and irrigation, if the lease makes you responsible for them
- Boundary walls, electric fence and outside lights
- Geyser and its pipes, if you can reach them safely
Utilities, keys and paperwork
- Electricity and water meter readings, photographed
- Prepaid electricity balance, if the unit has a prepaid meter
- Every key, remote and access tag, counted and listed
- Which appliances and fittings stay with the property
At move-out
Take the move-in report with you and go through the same rooms in the same order. For each item, the question is whether it is worse than it was, and if so, whether that is damage or normal wear and tear. Our guide to wear and tear versus damage has examples.
Tenants can often fix small things before handover, like filling picture-hook holes or replacing a blown bulb, for less than the landlord would pay a contractor. Check what the lease says about repairs first.
Inspections and De-Posit
A De-Posit claim works from the same evidence as a deposit deduction. Landlords and agents submit the inspection reports, rental statements and repair invoices with the claim. The tenant is notified and has five business days to dispute it or settle directly. A thorough pair of reports makes that process quick for everyone.
This article is general information about renting in South Africa, not legal advice. For a specific dispute, contact your provincial Rental Housing Tribunal or an attorney.