Keys & Meter Readings for Tenants in the Netherlands

As a tenant in the Netherlands it is important to record clearly what happens with keys and meter readings at the start and at departure. Many disputes arise from unclear arrangements about who records the meters, when key handover takes place and how any connections and advances are handled. This article explains step by step which checks you can make, which documents serve as evidence and when you should inform your landlord. You will also read practical tips for photographing meter readings, safely storing keys and when to consult the Rent Tribunal or legal aid.^[1]

Keys and key handover

Clear agreements about keys prevent a lot of trouble. Record who has which key set, note it on paper or by e-mail and make clear when and how the key handover takes place. If extra keys were made, mention that in the handover as well.

• Check who has all keys (entry)
• Make clear agreements about key sets and note in writing who owns which key (keys)
• Hand over keys in person and record date and time of return (return keys)
• Report lost keys immediately to the landlord and your insurance (contact)

Meter readings and evidence

Correct registration of meter readings is important for a correct final settlement. According to the Civil Code Book 7, obligations regarding accountability of costs and settlement can be relevant for disputes about meter readings and service charges.^[2]

• Record meter readings on move-in and move-out and note time and date (record)
• Take clear photos of meter readings with visible display and timestamp (evidence)
• Send proof of meter readings by e-mail or registered mail to the landlord on the day of departure (submit)

When moving

Plan the key and meter reading handover together with the landlord or new tenant and attach evidence of all measurements. For practical checklists and moving situations you can also consult official government information.^[3]

• Schedule a joint handover time for keys and meter readings (move-out)
• Check the final bill against your photos and notes (record)
• Keep track whether refunds or corrections are confirmed in writing (approved)

When to take action

• If the landlord does not respond to evidence, send a registered reminder or written notice (notice)
• In case of disagreement about service charges or correct settlement you can involve the Rent Tribunal or small claims court^[1] (court)
• Seek legal advice or contact the social legal aid office if unclear (contact)

FAQ

Do I always have to hand in keys when I leave?

Yes, return keys according to the agreement and note handover and date. Keep proof.

How should I best record meter readings?

Take clear photos with date and time and send them directly to the landlord.

When can I involve the Rent Tribunal?

If it concerns service charges or rental agreements where no solution is found, you can file a complaint with the Rent Tribunal.^[1]

How-To

1. Record and photograph meter readings immediately on move-in and move-out (record)
2. Make a clear key handover and note who receives which set (entry)
3. Send proof of meter readings and key handover in writing to the landlord
4. Do the handover in person and note date and time (return keys)
5. Keep all communication and contact someone if disagreements arise
6. Involve the Rent Tribunal or small claims court if local mediation fails^[1]

Key takeaways

• Always take photos of meter readings with date.
• Record key handovers in writing.
• Send proof to the landlord immediately.

Help and Support / Resources

• Rent Tribunal - information and forms
• Wetten.nl - Civil Code Book 7
• Government.nl - moving and resident information

1. [1] Rent Tribunal (Huurcommissie)
2. [2] Wetten.nl
3. [3] Government.nl