The Housing Pick-Up Template is an official document used when handing over housing to an employee (move-in) and when receiving it back at move-out. The template records the condition of the unit, keys, inventory, meter readings, and any notes on damages or deficiencies. It protects both parties—the employee from being charged for issues they didn’t cause, and the company from unjustified claims. Using a detailed check-in/out form is standard practice in property management and minimizes disputes.

It should cover clear elements such as:

• Unit information (address, apartment number, floor)
• Keys issued (and dates)
• Inventory list of major furniture or items with condition status
• Meter readings (electricity, water, gas) at handover and return
• Description of walls, floors, appliances, plumbing
• Space to attach photographic documentation
• Signatures of employee and company representative and inspection date

Having these fields makes the template usable as a legal reference if disputes arise.

Best practice: an HR or maintenance representative conducts the inspection accompanied by the employee or their representative. Having both parties present ensures mutually agreed documentation and reduces later dispute risk. In some cases, a neutral third party may observe, especially in high-risk or compliance contexts.

Yes, photos are essential. Capture general room views and detailed shots of any damage or defect. Preferably date-stamped and stored with the signed template in the employee’s file or HR system. Photos serve as visual evidence that is difficult to dispute later.

Log readings for electricity, water, and gas at both handover and final inspection. These readings help distinguish the employee’s consumption from prior usage and determine any amounts owed. Many pick-up templates include specific fields to ensure precision.

The template acts as a legal reference when making claims against the deposit to cover damages. Document the initial condition in detail: normal wear-and-tear generally should not justify deductions, while damages beyond normal use may be deducted per company or lease policy. Accurate documentation reduces disputes and offers a transparent basis for deductions.

Yes. Furnished housing increases the size of the inventory list and the need to document each element’s condition. In unfurnished units, the focus is on infrastructure (plumbing, electrical, finishes). Use separate sections for inventory and condition when the housing is furnished.

Ideally immediately or within 24–72 hours, so any deficiencies can be documented before the employee begins using the unit heavily. Delays increase the risk of disputed claims or responsibility issues.

Yes, converting the template to a digital format (e.g. mobile app, online form, HRMS module) offers many advantages: centralized data collection, attaching photos or video, e-signatures, automated notifications to maintenance or accounting. Digital templates speed up processing and reduce manual errors.

Describe clearly any observed damage: location, nature, and its effect on usability. In many companies, the maintenance team provides a repair cost estimate separately; monetary values are not usually entered directly in the pick-up template unless validated. Avoid superficial cost estimates in the template itself; instead link to a maintenance worksheet.

Record the reason for refusal in writing, and obtain a witness signature (HR rep or neutral party). Keep a copy of the refusal note and photographic documentation of the unit’s condition. Having a clear refusal procedure protects the company and shows good-faith attempts at documentation.

Store pick-up records in the employee’s file or HR system per your local data retention policy. Review them annually or when housing policies change, to detect recurring defects or structural issues needing maintenance investment. Track metrics such as number of deposit deductions or average repair costs to inform long-term planning.

Local lease laws or consumer protection statutes might impose documentation requirements for deposits, inspections, or damage deductions. Consult legal counsel or local regulations to ensure the template aligns with jurisdictional standards, and maintain clear records for any legal review.

• Failing to document photos or meter readings
• Leaving condition remarks vague or blank
• Not specifying a responsible party for repairs or follow-up
• Keeping only paper records without a digital copy

Avoid these by building internal quality checks and training inspectors.

• Train HR and maintenance staff on standardized evaluation criteria
• Use a unified template integrated into your digital system
• Require dual signatures (employee + company rep) and capture images for every page
• Define clear deposit and damage policies and share them with employees
• Monitor patterns of defects and complaints as feedback for upgrading housing quality