Documenting Property Condition on Move-In: A Photo and Video Guide to Guarantee Your Deposit Return

Why This Step is Non-Negotiable

Your security deposit, typically equivalent to one month’s rent in Cuenca, is a significant sum. Landlords are legally permitted to deduct costs for damages beyond normal wear and tear. The grey area often lies in defining what constitutes “normal wear and tear.” Is a minor scuff on a wall normal? What about a slight discoloration in a bathtub? Without a baseline of the property’s condition before you moved your belongings in, it becomes your word against theirs. This is where a comprehensive photographic and video record becomes your most powerful ally.

Understanding Cuenca's Rental Norms: Deposit and Documentation

In Cuenca, a standard lease agreement is usually for one year, though shorter or longer terms can be negotiated. The security deposit is almost universally one month's rent. It’s crucial to have this explicitly stated in your written lease agreement, along with the landlord’s obligation to return it within a specified timeframe after your departure, usually 30 days, minus any legitimate deductions.

Unfurnished apartments in Cuenca often mean exactly that – no appliances, no light fixtures, and sometimes even no basic window coverings. Furnished apartments include furniture and appliances, but the definition can vary. Always clarify what is included. A “partially furnished” unit might have a stove and refrigerator but nothing else. Be aware of this when comparing prices and assessing the value.

The ‘gringo tax’ is a real phenomenon, though not universally applied by reputable landlords. It refers to inflated prices or unfavorable terms sometimes offered to expats unfamiliar with the local market. Meticulous documentation, demonstrating your diligence and understanding of rental practices, can subtly reinforce your position as a responsible tenant, discouraging any attempts at unfair charges.

The Move-In Documentation Process: A Step-by-Step Masterclass

This process should take no more than 60-90 minutes. Think of it as your initial property inspection and the creation of your “pre-move-in baseline report.”

1. Choose Your Tools Wisely:

• Smartphone: Most modern smartphones have excellent camera and video capabilities. Ensure you have ample storage space and your battery is fully charged.
• External Storage (Optional but Recommended): Consider an SD card or cloud storage (like Google Drive or Dropbox) to immediately back up your files.

2. The Essential Checklist – What to Capture:

A. The Exterior:

• Building Entrance: Photo/video of the main door, mailbox, and any common areas immediately accessible to the public.
• Street View: A shot showing the building’s location on the street.

B. Each Room – Systematically:

• General Overview (Photos & Video):

  • Walkthrough Video: Start at the entrance of each room and do a slow, steady pan of the entire space. This establishes the overall layout and condition.
  • Corner Shots: Take photos from each corner of the room, ensuring you capture all walls, the ceiling, and the floor.
  • Doorway View: Stand in each doorway and photograph the room from that vantage point.

• Walls, Ceilings, and Floors:

  • Close-ups: Zoom in on any existing marks, scratches, stains, or imperfections. Document them clearly.
  • Paint Condition: Photograph any chips, peeling paint, or significant discoloration.
  • Flooring: Document any cracks, significant scratches, stains, or loose tiles/planks.

• Windows and Doors:

  • Frames: Photograph any damage, scratches, or peeling paint on window and door frames.
  • Glass: Check for cracks or significant chips.
  • Locks and Latches: Ensure these are visible and working. Photograph any signs of wear or damage.
  • Curtains/Blinds: If present, photograph their condition.

• Kitchen:

  • Cabinets & Countertops: Open and close all cabinets. Photograph any scratches, stains, or damage to the surfaces and interiors.
  • Sink & Faucets: Turn on the water. Photograph any leaks, rust, or discoloration. Check for drainage issues.
  • Stove/Oven: Photograph its general condition, control knobs, and interior cleanliness. Take close-ups of any visible damage.
  • Refrigerator: Photograph its exterior and interior shelves/drawers. Check for any leaks or damage.
  • Exhaust Fan/Hood: Ensure it’s clean and functional.

• Bathrooms:

  • Toilet: Photograph its condition. Flush it and ensure it works properly.
  • Sink & Faucets: Turn on water. Photograph any leaks, rust, or discoloration. Check drainage.
  • Shower/Bathtub: Photograph the tiles, grout, and fixtures. Check for mold, mildew, or cracks. Turn on the shower and check water pressure and drainage.
  • Mirrors & Medicine Cabinets: Inspect for cracks or damage.
  • Ventilation Fan: If present, ensure it’s working.

• Electrical Outlets & Light Fixtures:

  • Outlets: Turn on lights in every room. Photograph all visible light fixtures. For outlets, photograph their general appearance, noting any damage. Do not test functionality by plugging in devices unless absolutely necessary.
  • Switches: Photograph light switches in each room.

• Appliances (If Included):

  • General Condition: Photograph each appliance.
  • Functionality (Brief Test): If appliances are included, a brief functional test is wise. Turn on the washing machine for a short spin cycle, turn on the oven briefly. Document any pre-existing issues with sound or appearance.

• Balcony/Patio (If Applicable):

  • Flooring & Railings: Document the condition of the surface and any railings.

C. Specialized Items:

• Water Heater: Photograph its location and condition.
• Gas Meter/Connection: If accessible.
• Any other specific fixtures or built-in items.

3. The Importance of Lighting and Clarity:

• Use Natural Light: Whenever possible, utilize natural light. Turn on all available lights within the apartment to ensure rooms are well-lit.
• Avoid Shadows: Position yourself so your shadow doesn’t obscure important details.
• Steady Hands: Use a tripod if possible, or brace yourself against walls for steady shots and video.
• Clear Focus: Ensure your camera is focused on the subject.

4. The Written Component – Your Inventory List:

While photos and videos are paramount, a brief, dated written list of notable pre-existing issues you discover during your documentation is also wise. This can be a simple email to your landlord or agent.

Example: "Dear [Landlord/Agent Name], as per our agreement, I am documenting the initial condition of the apartment at [Address] on [Date]. I have attached photos and video evidence. Please note the following minor pre-existing conditions that are visible: [e.g., a small scratch on the living room wall near the window, a slight discoloration on the bathroom sink, a loose tile in the kitchen backsplash]."

This proactive communication, backed by your visual evidence, is incredibly powerful.

Professional Home Search Checklist

When viewing properties, use this as a quick reference:

• Neighborhood Safety: Is it well-lit? Are there signs of neglect or crime?
• Building Condition: Is the exterior well-maintained? Are common areas clean?
• Plumbing: Check water pressure, hot water, and drainage in all fixtures.
• Electrical: Are there enough outlets? Do lights work?
• Pest Issues: Look for signs of insects or rodents.
• Mold/Mildew: Inspect bathrooms and kitchens, especially around windows and under sinks.
• Structural Integrity: Look for cracks in walls or ceilings.
• Noise Levels: Visit at different times of the day if possible.
• Internet/Cell Service: Check signal strength.
• Proximity to Amenities: Markets, public transport, parks.

⚠️ Market Warning: The Rental Mistake Expats Pay For.

The single most costly mistake expats make is underestimating the importance of meticulous move-in documentation, especially regarding property condition. This often stems from a trust-based assumption or a desire to expedite the move. Landlords, however, operate within a legal framework, and without your clear, dated evidence, they hold the power of interpretation. This can lead to deductions from your security deposit for damages you did not cause, disputes that are difficult and time-consuming to resolve, and ultimately, financial loss. Never skip the photo/video documentation, and always communicate any observed issues in writing.

Moving Forward with Confidence

By investing a small amount of time and effort into thorough documentation upon move-in, you are not just protecting your deposit; you are establishing a clear, professional relationship with your landlord based on factual evidence. This proactive approach minimizes future conflicts and ensures your Cuenca rental experience starts on a secure and positive footing.

Ready to find your perfect Cuenca home without the stress and risk? I specialize in guiding expats through every step of the rental process, from property selection to lease negotiation and move-in.

Book a one-on-one personalized home search consultation today. Let's ensure your Cuenca dream home is also a safe and secure one.