RealGrip’s inspection module is set up for business premises. You choose the property type of a report from a fixed list of six: shop, office, unit, storage, production or hospitality. The report is built on that — gross and lettable floor area as two separate fields, floor level, the code for the shared entrance, and an installations section for electrics, water, climate control and fire safety. The assessment per room is neutral: floor, walls, ceiling, doors, windows, lighting, sockets and cleaning fit any room, so you can record a home with it as well.
Per room you score eight fixed items — floor, walls, ceiling, doors, windows, lighting, sockets and cleaning — with a mark from 1 to 5, or you leave it empty if it does not apply. Each item has a note field of its own. A photo always hangs on the report and can also hang on a room, on a finding and on a section. For each photo it is recorded where it came from: camera, gallery or upload.
Every finding is a separate record with a category, a severity level from low to urgent, a description, a location and who bears the repair: tenant, landlord, normal wear and tear or still to be determined. Cost estimates sit as separate lines with an amount excluding VAT, a description and a location. You can link such a line to a finding, but you do not have to.
Landlord and tenant each sign on the screen. Both signatures are stored with the report as an image, with a name and a date alongside. If the tenant refuses to sign, that is recorded in two places: with the parties and with the signing. Alongside draft, signed and archived, a report has a status of its own for disputed.
✓You choose the property type of a report from six fixed values, all of them commercial: shop, office, unit, storage, production or hospitality.
✓You record four types of inspection: pre-inspection, move-in inspection, interim inspection and final inspection — the last of these is the default choice.
✓Per room you score eight fixed items from 1 to 5, or you leave an item empty if it does not apply.
✓Every finding gets a category, a severity level and a responsible party: tenant, landlord, normal wear and tear, or still to be determined.
✓Meter readings, EAN codes and keys are on the report, including the difference between keys issued and keys returned.
✓Landlord and tenant sign on the screen; if the tenant refuses to sign, that is recorded as a fact.
✓You can dictate findings instead of typing them; the speech recognition and the AI fill in item, condition and description for you.
An inspection is one report with fixed sections: the property, the parties, the meter readings, the keys, the rooms, the installations, the special findings and the signing. Below is what ends up in each section.
You first record which type of inspection it is: pre-inspection, move-in inspection, interim inspection or final inspection. Along with that goes the question of whether the tenant is leaving or in fact arriving — that is a field of its own, not something derived. The contract number sits on the report as text, with the start date and the end date of the tenancy alongside. Those are fields on the report itself and not a reference to the contract: what is on the report therefore no longer changes along with it if the contract is amended later.
The property section holds street, postcode and town, plus building name, unit number, floor level and the code for the shared entrance. Floor area appears twice: gross floor area and lettable floor area, both to one decimal place. With the parties, landlord and tenant appear as a company with a contact person alongside, together with the name of the inspector, and whether the tenant was present in person, was represented or was absent.
Electricity, gas and water each get a reading, and each its own tick box for not applicable. The EAN codes for electricity and gas belong with them, again with a tick box of their own. For the readings, the moment they were taken is stored. Keys you count per line: how many were issued, how many came back and what the difference is. Per line you record the condition — good, damaged or not returned — and whether it concerns shared access.
Every room gets eight fixed assessment items: floor, walls, ceiling, doors, windows, lighting, sockets and cleaning. You give a mark from 1 to 5, or you leave it empty if it does not apply, and each item has a note field of its own. There is also a field for extra scores that belong to the property type, and a general note field per room. Room name and room type are free-text fields, and a room can be marked as a communal area. You do not have to type if you would rather not: dictate your finding and the recording goes to the speech recognition, after which the AI extracts item, condition and description from it. Those three come back filled in on the screen, so you can still adjust them before they go into the report.
A finding is a separate record that can hang on a room. You choose a category — damage, missing, unauthorised alteration, soiling, technical or other — a severity level from low to urgent, and who bears the repair: tenant, landlord, normal wear and tear, or still to be determined. Cost estimates are separate lines with an amount excluding VAT, a description and a location. You can link a line to a finding, but you do not have to.
The report gets one overall verdict from four values: in order, defects, serious defects or subject to conditions. That field may stay empty. Signing is done with two signatures that are stored as an image, each with a name and a date alongside. If the tenant refuses to sign, that is recorded separately. A report then stands at draft, signed, disputed or archived.
The inspection module consists of thirteen tables that together form one report. What the report records separately points to business premises: the property type, two floor-area concepts side by side, landlord and tenant as a company, an installations section and a section for the communal areas.
The property type of a report is a fixed drop-down list with six values: shop, office, unit, storage, production and hospitality. Shop is the default. Home, flat, room and studio are not among them. So anyone using the module on residential property chooses the value that comes closest; the rest of the report is not tied to that property type.
The report knows two separate floor-area concepts: gross floor area and lettable floor area, each as a field of its own to one decimal place. With business premises those are two different figures. The same section holds the floor level — a free-text field, not a drop-down list — and the code for the shared entrance.
In the parties section, landlord and tenant both appear as a company name with a contact person alongside, not as a single name on one line. The name of the inspector is included. For the tenant there is a choice of three: present in person, represented, or absent. Whether the tenant refused to sign is also recorded in this section.
The installations section records whether the alarm code has been changed — yes, still to be done, or not applicable — and by whom. The installations themselves appear in the report as a tick status per system, with a note field per system group: electrics, water, climate control, fire safety and other. With the keys, each line is also marked for whether it concerns shared access.
Alongside the rooms there is a special findings section with five subjects, each with a tick list and a note field: unauthorised alterations, paintwork, items left behind, the exterior and the communal areas. The last of these is meant for a unit in a larger building. Unauthorised alteration is also a category of its own among the findings, next to damage, missing, soiling and technical.
A check-out only becomes complicated when the parties disagree. That is why almost everything in this report is a separate field instead of running text: who bears the repair is recorded per finding, the severity is recorded per finding, and the amount is recorded per line excluding VAT. The overall verdict is a choice from four values, not a sentence. If the tenant refuses to sign, that is a recorded fact and not a missing signature. And a report has a status of its own for disputed, alongside draft, signed and archived.
Yes, with one caveat. The property type is a fixed list of six commercial values — shop, office, unit, storage, production and hospitality — so that is what you choose from. The assessment itself is neutral: floor, walls, ceiling, doors, windows, lighting, sockets and cleaning fit a bedroom just as well as a warehouse. Room name and room type are free-text fields.
Four: a pre-inspection, a move-in inspection, an interim inspection and a final inspection. The final inspection is the default choice. Each report also records separately whether the tenant is leaving or arriving. A check halfway through the term, without anyone moving in or out, is therefore a report type of its own and not a repurposed check-out.
That is recorded as a fact, in two places: with the parties and with the signing. The landlord’s signature sits in a field of its own and therefore simply stays in the report. The difference with an empty signature field is that you can point out later that signing was refused, instead of having to explain why nothing is there.
Yes. A photo always hangs on the report and can also hang on a room, on a finding and on a section. For every photo it is stored where it came from — camera, gallery or upload — and at what moment it was captured. Every photo also has a tick box for whether it goes into the pdf report; that is switched on by default.
Through the inspection assignment, yes. The rental contract, the building, the unit and the tenant hang on that assignment, and once it is completed the assignment points to the report. For an assignment it is tracked when it was sent, when it was opened, when it was completed and when it expires; the status you see is open, opened, expired, completed or withdrawn. The report itself keeps only the contract number as text, with the start and end date of the tenancy alongside.
Yes. A template records the standard rooms and items as structured data. There are platform templates that are available to every organisation, and templates that hang on a single organisation; in the drop-down list they stand together, in a fixed order. A template you do not use you set to inactive: it disappears from the list and continues to exist.
A check-out rarely stands on its own — these topics connect to it directly.
Check-out report for a home: what has to be in it? → Commercial property: office, shop and business premises → Digital signing → The ROZ model rental contract → Rent administration: contracts, tenants and the tenant file →Check-in and check-out inspections are part of RealGrip itself: the same environment as the contracts, the tenants and the administration.