The Lease Inventory: Why It's the Most Important Document You'll Sign
The lease gets the headlines, but the inventory list (acta de entrega or inventario) is the document that actually protects you. In Colombia, every lease — furnished or unfurnished — should be accompanied by a detailed inventory documenting the exact condition of the property at handover. Skip this step and you're gambling with your póliza deposit, your security, and potentially thousands of dollars in disputed damage claims.
What the Inventory Covers
| Category | Items Documented |
|---|---|
| Walls & Ceilings | Paint condition, cracks, stains, nail holes, humidity marks |
| Floors | Tile/wood condition, scratches, stains, loose sections |
| Plumbing | Faucets, showers, toilets — function and condition |
| Electrical | Outlets, switches, light fixtures — all tested |
| Kitchen | Stove/oven condition, countertop, cabinets, sink |
| Bathrooms | Mirrors, shower doors, tile grout, toilet seats |
| Windows & Doors | Lock function, glass condition, screen condition |
| Appliances (furnished) | Every appliance — brand, model, condition, function |
| Furniture (furnished) | Every piece — material, condition, stains, damage |
| Utilities | Meter readings for water, electricity, gas at handover |
Why It Matters at Move-Out
At the end of your lease, the landlord or inmobiliaria conducts a move-out inspection comparing the apartment's current condition against the original inventory. Any discrepancies — new scratches, damaged appliances, missing items — can trigger claims against your póliza or demands for cash compensation. Without a detailed original inventory, you have no defense against inflated or fabricated damage claims.
How to Protect Yourself
- Demand a written inventory at move-in. If the inmobiliaria doesn't provide one, create your own and ask both parties to sign it.
- Take timestamped photos of everything. Every wall, every floor, every appliance, every fixture. Close-ups of any existing damage. Store these in a cloud folder you won't lose.
- Video walkthrough. Record a 5–10 minute video walking through the entire apartment, narrating the condition of each room. Include utility meter readings.
- Test everything. Run every faucet, flush every toilet, turn on every burner, open every window. Document anything that doesn't work.
- Both parties sign the inventory. The document should be signed by both tenant and landlord/agent, with dates. Keep your original copy safe.
- Repeat at move-out. Do the same photo/video process on your final day, then compare against your move-in documentation before the landlord's inspection.
Frequently Asked Questions
This is a red flag. Create your own detailed inventory with photos and video, email it to the landlord requesting acknowledgment, and keep the sent email as evidence. A landlord who won't document property condition at move-in may be planning to claim damage at move-out.
Yes. Normal wear and tear (desgaste natural) is distinguished from tenant-caused damage under Colombian law. Paint fading, minor floor wear from foot traffic, and appliance aging are normal. Holes in walls, broken fixtures, and missing items are tenant damage.
Minor changes (hanging pictures, adding shelving) are generally fine if you restore the apartment at move-out. Structural changes (removing walls, modifying plumbing) require written permission from the landlord and potentially the Propiedad Horizontal board.
Utility meter readings at move-in and move-out establish billing responsibility. Any consumption between the two readings is the tenant's responsibility. Verify the readings match your first and last utility bills to avoid being charged for the previous tenant's usage.