The Complete Guide to Check-In
& Check-Out in Portugal

Legal Requirements in Portugal

Portuguese law requires that rental inspections meet specific documentation standards. Under the NRAU (Novo Regime do Arrendamento Urbano), a valid inspection report must include the identity and NIF of both landlord and tenant, the property address and cadastral reference, the date of inspection, and signatures from all parties.

Professionally, every report should also carry your AMI number — your IMPIC registration. That is not optional for a credible agency.

Check-In: Step by Step

A professional check-in follows a consistent structure. Here's the workflow used by the best agencies in Portugal:

• Before arrival: Pre-fill property data, tenant details and NIF. Confirm meter reading access.
• Exterior: Document the building entrance, letterbox, parking and any shared areas relevant to the tenancy.
• Room by room: Move through each space systematically — hall, living room, kitchen, bedrooms, bathrooms, storage. Rate each item (walls, floors, ceiling, doors, windows, fixtures).
• Photos: Take multiple photos per room. Capture any existing damage with close-up shots and annotations.
• Meters: Photograph electricity, gas and water meters with readings clearly visible.
• Keys: Document every key handed over — type, quantity and any access codes.
• Signatures: Collect signatures from landlord and tenant before leaving. Send the completed report immediately.

What to Document in Every Room

The level of detail matters. For each room, a thorough inspection documents:

• Walls — paint condition, marks, holes, humidity stains
• Floor — scratches, stains, loose tiles, carpet wear
• Ceiling — stains, cracks, lighting fixtures
• Windows and doors — operation, handles, locks, glass condition
• Electrical — outlets, switches, light fittings
• Kitchen-specific — appliances, worktops, sink, extractor, tiling
• Bathroom-specific — sanitary ware, tiling, grouting, shower, taps

For furnished properties, each item of furniture should be listed with its condition. A simple rating scale (Excellent / Good / Fair / Poor) combined with photos is sufficient and defensible.

Meter Readings: The Detail Most Agents Miss

Meter readings at check-in are critical and frequently overlooked. You need photographic evidence — not just a handwritten number — of electricity (EDP / Endesa), gas (Galp / EDP) and water readings at the exact moment of handover.

This protects the tenant from being charged for utility usage before they moved in. It protects the landlord from the tenant claiming they used less than they did. And it protects the agency from being stuck in the middle of a billing dispute months later.

Check-Out: Step by Step

The check-out mirrors the check-in structure — but its purpose is comparison, not just documentation. The workflow is:

• Pull up the check-in report: Review it before entering the property. Know what to look for.
• Walk the property: Follow the same room-by-room sequence as the check-in.
• Document changes: Photograph any damage or changes that weren't present at check-in. Annotate photos with clear descriptions.
• Meter readings: Photograph all meters and record final readings.
• Keys returned: Document every key returned and its condition.
• Generate the comparison report: The check-out report should reference the check-in and show clear before/after comparison where relevant.
• Signatures: Collect sign-off from both parties if possible. If the tenant is not present, note this in the report.

Handling Damage: What You Can and Cannot Deduct

Portuguese law distinguishes between normal wear and tear (desgaste normal) and actual damage. You cannot deduct for wear and tear — scuffs on skirting boards, minor paint fading, small marks from normal use. You can deduct for damage beyond normal use — holes in walls, broken fixtures, staining, missing items.

The key is having documented evidence that the damage wasn't present at check-in. Without that evidence, any deduction can be contested.

When damage is found at check-out, document it thoroughly, photograph it from multiple angles, and — if possible — get the tenant to sign an acknowledgement at the time. Then send the complete report with before/after comparison immediately.

The 30-Minute Inspection

A well-structured digital inspection of a standard Portuguese apartment — 2 or 3 bedroom, furnished — takes around 25 to 30 minutes. Here's how to achieve that:

• Pre-fill all property and tenant data before arriving
• Use a mobile app with the room structure already set up
• Take photos as you go — don't stop to sort them later
• Use quick rating buttons rather than typing descriptions for every item
• Collect signatures on-device before leaving
• Let the platform generate and send the PDF automatically

The result: a professional, legally complete inspection report delivered to all parties before you've even left the building. That's the standard the market is moving towards — and the agencies setting it now are the ones that will define it.