How do I prepare for the end of the lease and take back the premises?

Ending a lease does not have to be complicated or stressful. It's simply a process that you should prepare well for in order to avoid problems. If you know what steps to take, the whole procedure of handing over your flat will go smoothly and you will be sure that everything has been taken care of properly. After all, the main objective is smooth acceptance of premises and, just as importantly, recovery of the entire deposit paid.

In this guide, we will take you through the whole process in a simple and understandable way. You will learn how to take care of three key issues:

• Firstly, we will focus on preparing the dwelling for return. We'll explain exactly what you need to do to get the property ready to return to the landlord.
• Secondly, we will discuss how the acceptance of premises. 
• Finally, we will deal with finances - i.e. billing of deposits and utilitiesso that you can be sure that everything has taken place fairly and transparently.

Preparing the property for return - key tenant responsibilities

Your main task as a tenant is to return the flat in in an undamaged condition. This means that the property should look as it did at the start of the tenancy, including, of course, signs of normal, everyday use. You do not have to refurbish the flat to its original condition, but you are responsible for repairing any damage that exceeds standard wear and tear.

Above all, the flat must be thoroughly cleaned. This includes not only vacuuming and mopping the floors, but also washing the windows, cleaning the kitchen and bathroom, as well as white goods such as the oven and fridge. Remember to empty the property of all your personal belongings. It is also a good idea to refresh the walls if there is dirt or scratches on them.

It is crucial to repair any damage that is your fault. The table below will help you distinguish between what is your responsibility and what is considered natural wear and tear.

Remedial obligations of the tenant	Normal wear and tear (no repair required)
Deep scratches on the panels or damaged tiles	Minor superficial scratches on the floor
Persistent stains on walls requiring painting	Light soiling of walls in passageways
Broken hinges in cabinets, broken mirror	Loose handles on doors or cabinets
Mechanical damage to household appliances	Natural wear and tear on tap seals
Burned-out light bulbs, non-functioning sockets	Gradual matting of the surface

Remember to compare the condition of the dwelling with delivery and acceptance protocol written down at the beginning of the lease. This is the best point of reference and proof of the condition in which you have taken over the premises.

The course of the acceptance of premises and the role of the handover protocol

The acceptance of the premises is a formal meeting where you and the owner (or manager) jointly assess the condition of the flat. It is the most important moment when both parties confirm the completion of the contract. The focal point of this meeting is acceptance report - The document that is your greatest protection.

The protocol must be drawn up very carefully. It is in it that you record all the findings, meter readings and any comments. Take your time when creating it. Check every room, piece of furniture and equipment, comparing its condition with what was recorded in the minutes at the beginning of the tenancy. If you see any new damage, it must be noted. This is also the moment to write down final balances of all meters (electricity, water, gas, heating) and note the number of keys passed.

Below you will find a list of key elements that must be included in the final protocol.

Protocol element	What to look out for
Parties and property data	Correctness of names, surnames, addresses.
Date and place	Exact date of handover of premises.
Description of technical condition	Detailed description of each room, walls, floors, windows.
List of equipment	Inventory of furniture and white goods with a description of their condition.
Meter states	Accurate reading of electricity, water, gas and central heating meters.
Handover of keys	Information on the number and type of keys to be passed.
Concluding remarks	Space to enter any additional arrangements or reservations.
Signatures of both parties	The document is only valid with the signatures of the tenant and landlord.

Before you sign, make sure that you agree with every point you have written down. If you have any doubts or objections, be sure to add them in the "comments" section. The protocol, signed by both parties is the basis for the final settlement and provides evidence in the event of any disputes.

Settlement of security deposit and utilities - final stage of lease termination

Once the protocol has been signed and the keys handed over, it is time for the final, financial stage of the whole process. It focuses on two issues: return of security deposit and final utility billing.

The owner has a statutory 30 days to return the depositThe period of time that you have to pay for repairs to your home starts from the day you vacate the premises. This is the time for verifying the condition of the flat and possibly calculating the cost of repairs. If any deductions are to be made from the deposit, the owner must justify them in detail. A general statement "to cover damages" is not sufficient. He must provide invoices or receipts for repairs carried out or materials purchased. Remember that deductions can only apply to damage in excess of normal wear and tear, which is noted in the report.

The second element is utility billing. This is done on the basis of the meter balances that you have recorded in the handover report. On this basis, the amount payable for the last month or rental period is calculated. Most often, the tenant pays the last bills directly to the suppliers or settles with the landlord, who makes the payments. It is advisable to establish the form of settlement beforehand to avoid misunderstandings. Transparency at this stage is crucial for a conflict-free end to the relationship.

Finalising a tenancy agreement. How to do it well and without stress?

In summary, the key to a smooth termination of the lease is to a structured approach and awareness of their responsibilities. Remember that the whole process boils down to three simple steps: careful preparation of the premises, meticulous preparation of the protocol and an honest financial settlement.

Treat acceptance report as your most important safeguard - it protects you from wrongful claims and is the basis for recovering your deposit. Open communication with your landlord and thoroughness at every stage will help you avoid stress and end your tenancy on a good note.

When done correctly, the process of handing over the property not only means peace of mind and the full return of the deposit, but also testimony to your reliabilitywhich builds a positive rental history for the future.