Tenant guide · Check-in

Your check-in, made simple.

Your move-in is just around the corner. Here is everything you need — the days before, check-in day, and your stay. Five minutes to read.

Communication is everything. Reach out to your landlord with any questions, and to us if something doesn't feel right.

Step one

Before you arrive

Use the days before check-in to get organised. A little preparation now saves you stress later.

1. Confirm the essentials with your landlord

  • Check-in time and meeting point — make sure it fits your travel plans.
  • How you'll collect the keys — in person, lockbox, concierge. Get it in writing.
  • The full address — saved on your phone, with floor, apartment number and access codes.
  • Who to call if plans change — save the landlord's number before you set off.

2. Share your arrival details

Tell your landlord your estimated time of arrival (and update them if you're delayed), how you're travelling, and the name of anyone checking in with you.

3. Re-read your booking and contract

Ten minutes on your rental contract (guests, pets, smoking, parties, notice periods), the house rules, and the inventory if your landlord shared it.

4. Check your payments are in order

Your first month's rent has already been collected, but make sure to check how future payments are processed. Anything looks off? Contact us right away — it's much easier to fix before check-in than after.

5. Pack your documents

  • Valid ID or passport
  • Spotahome booking confirmation
  • Any documents your landlord requested

Need to change dates or conditions? Request it from your tenant panel, as early as possible. Never agree changes directly with the landlord off-platform, and wait for written confirmation before treating them as final.

Step two

On check-in day

Today's the day. Here's how to make it go smoothly.

1. Message your landlord when you're on your way

A quick "I'll be there in 30 minutes" helps everyone coordinate. Running late — even 10 minutes? Let them know.

2. Inspect the property carefully

Take your time walking through, with your landlord or on your own. Check:

  • Every room
  • All appliances & Wi-Fi
  • Doors, windows, locks
  • Cleanliness & condition
  • Inventory items

★ Most important

3. Document everything with photos and videos

Take photos and short videos of every room — especially anything worn, damaged, dirty, or different from the listing. Timestamp them by sending them to yourself. It's not paranoia: if a dispute comes up later, this is your evidence.

4. Flag any issues immediately

Something not as expected? Raise it with your landlord straight away — most problems get resolved with a direct conversation. If you can't reach an agreement, contact us within the first 24–48 hours: Spotahome holds the landlord's payment during that window so we can step in and mediate. Don't wait.

5. Get the practical info before your landlord leaves

  • Wi-Fi name & password
  • Heating, AC & hot water
  • Washing machine & oven
  • Circuit breaker
  • Rubbish collection
  • Community rules
  • Building access code

Step three

During your tenancy

Now you're settled in — here's how to make the most of your stay and keep things running smoothly.

Your landlord is your first call

For anything about the property — maintenance issues (a leak, broken appliance, heating problem), questions about the apartment or neighbourhood, and repair requests.

Respect the house rules

  • No parties or extra overnight guests unless agreed.
  • No smoking indoors; no pets unless your booking includes them.
  • Respect quiet hours in your building.

When in doubt, ask — easier than apologising later.

Pay your rent on time

Rent follows the schedule in your contract — through Spotahome or your landlord, depending on your plan. Keep your payment method active, and contact us in advance if you anticipate any issue.

Make it feel like home

Treat the apartment as you'd want someone to treat yours — and enjoy your new city. Explore the neighbourhood, try the local food, and ask your landlord for recommendations; they often know the area best.

Deposit protection

Getting your deposit back

  • Check for the "Deposit Protection" label. It only applies to properties that show it — in search, on the listing, and at check-out. Without it, you'd claim directly from the landlord (or the regional deposit body, e.g. IVIMA).
  • Upload check-in photos to your account when you move in, and check-out photos when you leave — your proof of the property's condition.
  • Respect your dates, contract and bills. If you've cared for the home, paid your bills and followed the rules, you're covered against unfair deductions.
  • Where to upload them: log in and go to Bookings, then tap "Protect your deposit" on the booking.
  • Allow up to 3 months for the landlord to return it. If they don't, tell Spotahome — we review your case and refund you.

Step four

Need us? We're here

The contact form in your tenant panel

It sends your request straight to the right team with your booking details attached — so you get the right answer, faster.

Include as much detail as you can: what's happening, when it started, and any photos or screenshots.

Open my tenant panel →

One last thing

Your stay should feel like home. If at any point something doesn't feel right — the property, the landlord, or your booking — reach out. The earlier we know, the better we can help.

We're glad to have you with us. Welcome to your new place.

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