The Pre-Agreement Checklist Every Flat-Share Needs
Most tenancy disputes come down to things that weren't confirmed before move-in. This checklist covers everything landlords and tenants should tick off before anyone signs anything or hands over keys.
The moment before a tenancy begins is the most important moment to get things right. Once someone has moved in, fixing misunderstandings about bond, bills, condition, or house rules becomes significantly harder — and sometimes ends up in a Tenancy Tribunal.
This checklist is for both sides. Landlords use it to make sure they've covered their legal obligations and protected their property. Tenants use it to make sure they know exactly what they're agreeing to and have a record of the property's condition before they unpack a single box.
For landlords — before the tenant moves in
Complete every essential item before the tenancy starts. Recommended items protect you from common disputes. Optional items are good practice but not critical.
Confirmed the tenant's identity with a valid photo ID
essentialDriver's licence or passport. Don't skip this — it's your first layer of protection.
Checked references from a previous landlord or employer
essentialA quick phone call to a prior landlord tells you more than any written reference.
Agreed on a move-in date in writing
essentialVerbal dates get forgotten. Confirm the exact date in the agreement or in a message.
Agreed on the weekly rent amount and payment method
essentialSpecify bank transfer details and the day of the week rent is due.
Clarified what bills are included in the rent
essentialPower, internet, water — list exactly what's covered so there's no dispute later.
Collected bond and issued a receipt
essentialIn NZ, bond must be lodged with Tenancy Services within 23 working days. In AU, with the relevant state authority.
Completed and signed a condition report
essentialDocument the state of the room and shared areas with photos before move-in. This protects both parties at the end of the tenancy.
Confirmed house rules are understood
recommendedGuests, noise, cleaning rosters, common area use — better to discuss upfront than enforce later.
Provided emergency contact details
recommendedGive the tenant a number to call for urgent maintenance issues.
Confirmed Healthy Homes compliance (NZ only)
essentialHeating, insulation, ventilation, moisture control, and draught stopping must meet standards before a new tenancy begins.
Smoke alarms tested and working
essentialRequired by law in both NZ and AU. Test them on move-in day.
Provided keys and confirmed how many copies exist
recommendedNote in the agreement how many keys were issued and the cost if lost.
In New Zealand, landlords who fail to meet Healthy Homes Standards before a new tenancy begins can be fined up to $7,200. Use Flathive's compliance tracker to confirm your property meets heating, insulation, ventilation, moisture, and draught-stopping requirements before you sign anything.
For tenants — before you sign or pay
Never pay a bond or sign an agreement until you've confirmed the essentials below. A few minutes of due diligence before move-in can save months of dispute after.
Read the full rental agreement before signing
essentialNot just the rent amount — the notice period, bond conditions, and any house-specific rules.
Confirmed what's included in the rent
essentialGet a clear list of which bills you're responsible for and which are covered.
Inspected the room and noted any existing damage
essentialTake timestamped photos of every mark, stain, or defect before moving a single item in.
Received and signed a condition report
essentialYour signature on an accurate condition report is your protection when bond is returned.
Confirmed the bond amount and where it's lodged
essentialIn NZ, bond is held by Tenancy Services — not the landlord. Ask for confirmation it's been lodged.
Verified the landlord is the legal owner or authorised agent
recommendedAsk to see rates notice, title, or property management authority if anything feels off.
Confirmed the notice period for ending the tenancy
essentialKnow how much notice you need to give — and how much notice the landlord must give you.
Tested all appliances, heating, and hot water
recommendedDo this on move-in day, not a week later. Report anything not working immediately in writing.
Understood the guest and visitor policy
recommendedSome flat-shares have rules about overnight guests. Know the policy before it becomes an issue.
Saved a copy of the signed agreement
essentialDigital or physical — keep it somewhere you can access it quickly if a dispute arises.
Introduced yourself to the other flatmates
optionalFirst impressions matter in a shared home. A brief introduction on move-in day sets a positive tone.
Once you've agreed on terms, create a rental agreement on Flathive in minutes. Both parties sign digitally, the document is timestamped and stored securely, and you each get a certified copy — no printing, no scanning, no lost paperwork.
The condition report — why it matters for both parties
A condition report is a written and photographic record of the state of the property at the start of a tenancy. Both the landlord and the tenant sign it, and it becomes the reference point when the tenancy ends and bond is to be returned.
Without one, disputes about damage come down to word against word. With one, both parties have a shared, signed record of what was pre-existing and what happened during the tenancy.
For landlords
A signed condition report means you can claim against the bond for damage that occurred during the tenancy — and have the evidence to prove it.
For tenants
A signed condition report protects your bond from being unfairly withheld for damage that existed before you moved in.
Don't rely on a verbal agreement
Many flat-share arrangements start with a handshake and a good feeling. That's fine — but it needs to be backed up in writing before money changes hands or keys are handed over.
A written agreement doesn't mean you distrust each other. It means you both have a clear, shared understanding of the terms — and somewhere to refer back to if a question comes up six months later about notice periods or what's included in the rent.
Flathive's rental agreement tool is designed specifically for flat-share arrangements — covering the things standard residential tenancy agreements miss, like room-specific conditions, shared area rules, and flatmate-specific notice terms.
Create your rental agreement on Flathive
Landlords and tenants can create, sign, and store a flat-share rental agreement in minutes — built into the platform, no extra tools required.
Create a rental agreementHow Flathive helps
Flathive is New Zealand's peer-to-peer flatmate and shared housing platform. Whether you are listing a spare room or searching for your next home, Flathive makes it simple to connect, communicate, and move in safely — with verified profiles, direct messaging, and listings across the country.