Deposit disputes in Kenya: what to document before you move in

Deposit disputes usually do not begin when you move out. They begin much earlier, when the condition of the unit is not recorded properly before you receive the keys.

If you can show what the home looked like on day one, what was working, what was already damaged, and what was agreed with the landlord or agent, you reduce the chances of a later disagreement.

Even if a listing was verified before you viewed it, keep your own move-in record. The goal is simple: make the handover clear and keep proof of what both sides accepted.

Why deposit disputes happen

Most deposit disagreements in Kenyan rentals come down to a few repeated issues:

• Damage that existed before move-in is later blamed on the tenant.
• Normal wear and tear is treated like tenant negligence.
• There is no agreed handover checklist signed by both sides.
• Photos are missing, unclear, or taken after the tenant has already started unpacking.
• Verbal promises are forgotten when the tenant moves out.

That is why move-in documentation should be treated as part of the renting process, not as an extra task.

What to document before you accept the keys

Start with the basics: capture the unit exactly as it is before you settle in. A quick phone video is useful, but a proper record is better. Take time to document room by room.

• Walls, ceilings, and floors: look for cracks, water stains, peeling paint, loose tiles, or broken skirting.
• Doors and windows: check whether they lock properly, close fully, and have working handles, grilles, or latches.
• Bathroom and kitchen fixtures: note taps, sinks, showerheads, drains, toilets, cabinets, and any leaks.
• Electrical points: test sockets, light switches, bulbs, and any visible wiring issues.
• Meter readings: record electricity and water meter numbers and current readings where applicable.
• Shared features: if the unit has a balcony, storage area, parking slot, or shared compound access, document its condition too.

Take clear photos in daylight where possible. If there are existing marks or defects, photograph them close up and from a wider angle so the location is obvious.

Keep a written inventory, even if the unit is unfurnished

Many renters assume inventory lists only matter for furnished homes. In practice, even unfurnished units benefit from a simple written handover note.

Your move-in record can include:

• The date you received the unit.
• The names of the tenant, landlord, agent, or representative who were present.
• The condition of each room.
• Any repairs promised before or shortly after move-in.
• Any items handed over, such as keys, gate remotes, water access tokens, or parking access arrangements.

If appliances are included, list them separately and note their condition. If nothing was provided apart from the unit itself, say that clearly.

Get agreements in writing, not just in chat

WhatsApp messages are useful, but they should not be your only record. If the landlord agrees to fix a leaking tap, repaint a wall, or replace a broken lock, ask for a written note or a message that clearly states what will be done and by when.

Keep screenshots of:

• The rent agreement or lease terms.
• Deposit amount and any conditions for refund.
• Payment confirmation for deposit and first rent.
• Any repair promises made before move-in.
• Messages about handover, keys, or access arrangements.

If you viewed a listing through a verification process, the supporting photos and walk-through media can help you compare what was advertised with what you saw on the ground. Still, your own record is important because it shows what you personally accepted at handover.

Do a joint walk-through before unpacking

If possible, inspect the unit with the landlord, agent, or caretaker before you carry in your furniture. A joint walk-through makes it easier to agree on existing defects immediately.

During the walk-through:

• Test the taps, lights, doors, and windows together.
• Point out anything that needs repair.
• Confirm the meter readings.
• Ask who is responsible for each issue.
• Take photos while the other party is present.

After the walk-through, send a short summary message: what was checked, what was already damaged, and what was promised. This creates a time-stamped trail that is harder to dispute later.

Understand the difference between damage and normal wear and tear

Not every mark or change in a unit is a reason to deduct from a deposit. Paint fading, minor scuffs, and ordinary use over time are usually part of normal occupancy. On the other hand, holes, broken fittings, stains caused by negligence, or damage from careless use can become deposit issues.

The problem is that many disputes arise when there is no agreed baseline. If the wall already had chips or stains when you moved in, document them. If the sink was already loose, note it. If the door lock was stiff from day one, record that too.

What to keep until you move out

Do not delete your move-in evidence after the first week. Keep it for the full tenancy and until your deposit has been settled.

Hold on to:

• All photos and videos from move-in day.
• The signed handover or inventory note.
• Receipts and payment confirmations.
• Chat threads about repairs or promises.
• Any messages about notice to vacate and final inspection.

Store the files in more than one place, such as your phone and cloud storage, so they do not disappear if your device is lost or reset.

A simple move-in checklist you can use today

• Take a full video walkthrough before unpacking.
• Photograph every room in daylight.
• Record meter readings.
• Check doors, windows, taps, lights, and sockets.
• Write down all defects, even small ones.
• Get the landlord or agent to acknowledge the issues.
• Save proof of payments and lease terms.
• Keep everything until the deposit is refunded.

If a landlord later says the unit was handed over in perfect condition, your documentation gives you something concrete to rely on. The best deposit protection is a clear paper trail and a clear visual record before you move in.

Further reading

• How verification works at Makao Homes
• Browse verified rentals
• Renting guides for Kenya
• Frequently asked questions