Once you’ve agreed on an office and signed the lease, you’ll probably be thinking about the move itself. Getting the internet connected, arranging furniture, telling employees where they’ll be working and making sure everything is ready for the first day.
The actual handover can feel like a formality at that point.
But it’s worth spending some time going through the property before accepting the keys and moving everything in.
During the original viewing, you might not have noticed the damaged flooring behind a desk, a window that doesn’t close properly or an air-conditioning unit that isn’t cooling the room.
These are things you want to identify before your team starts using the office.
An office handover checklist in Malta helps you record the property’s condition, check what’s included in the rental agreement and confirm whether anything still needs to be repaired. It also gives you something to refer back to if questions about the property’s condition come up later.
Record the property’s condition before moving in
Before moving furniture or equipment into the office, inspect the property and document its existing condition.
Check walls, ceilings, floors, windows, doors and any permanent fixtures. Look for scratches, cracks, water stains, damaged tiles, signs of dampness or previous repairs that may need further attention.
Take photographs of each room, including close-ups of anything damaged or in poor condition. Where possible, photograph the office before furniture is installed, as desks, cabinets and other equipment can make some areas difficult to inspect later.
A short written description alongside each photograph can help identify the location and nature of the damage. The inspection does not need to become an unnecessarily detailed report. It should, however, provide a clear account of the property’s condition when the tenant takes occupation.
Keep the photographs and notes dated, and share the completed condition record with the landlord or their representative for written acknowledgement.
This gives both parties a reference point if questions about the original condition of the premises arise later.
Check the air conditioning, lighting and plumbing
An office may be advertised as fully fitted or ready for occupation, but the main facilities should still be checked during the handover.
Start with the air conditioning. Switch on the units, test the controls and check whether the system is cooling the rooms properly. For offices with several independently controlled areas, examine each zone rather than assuming the entire system is functioning because one room is comfortable.
Lighting and electrical fittings should also be inspected. Check that lights switch on, accessible sockets appear to be in good condition and there are no obvious signs of damage. Anything that appears unsafe should be referred to a qualified professional rather than tested further.
In the toilets and kitchenette, run the taps, check drainage and look underneath sinks for visible leaks or dampness. Any installed water heaters or other agreed appliances should also be checked.
For offices within larger commercial buildings, ask who manages shared facilities and maintenance. This may include lifts, common-area lighting, security systems, building access and shared air-conditioning infrastructure.
Confirm who tenants should contact when something stops working and whether there are different arrangements outside normal business hours.
Knowing how maintenance is handled can help avoid delays once employees begin using the office.
Verify the furniture and equipment included in the lease
Businesses renting furnished office space in Malta should compare the furniture and equipment provided with the inventory or specifications agreed during the leasing process.
Check desks, chairs, storage units, meeting room furniture, appliances and any other items expected to remain in the property.
Examine their general condition and record anything that is missing, damaged or different from what was originally agreed.
The office may have changed since the first viewing, particularly if it was still occupied or undergoing preparation when the lease was negotiated. The signed lease and any accompanying inventory should therefore be used as the reference.
Where furniture or equipment is missing, clarify whether it will be provided, replaced or excluded from the arrangement.
Any agreed changes should be confirmed in writing.
This is also a good opportunity to check fitted storage, blinds, meeting room equipment and other fixtures that may not be immediately noticeable during a general walkthrough.
Confirm access arrangements and record meter readings
The handover should include a clear record of the keys, access cards, security codes and other access devices provided to the tenant.
Check whether these cover the main building entrance, office doors, storage areas, parking facilities and any shared spaces included in the agreement.
Test the keys and access cards where possible, particularly if employees will need to enter the building outside normal reception hours.
For offices with security systems or controlled access, confirm how additional employees can be registered and who manages replacements when cards or keys are lost.
Utility meter readings should also be recorded where individual meters are available and accessible.
Take clear photographs of electricity and water readings, including the meter identification where visible. Keep these with the handover documentation and confirm how the relevant utility accounts will be managed.
Internet connectivity deserves attention as well.
Businesses should establish whether the agreed connection is already available, whether additional installation work is required and who is responsible for coordinating access with the service provider.
For companies that rely heavily on online systems, cloud platforms or communication tools, unresolved connectivity arrangements can affect the move-in schedule.
These details are easier to address before the office becomes operational.
Confirm any outstanding repairs before accepting the handover
Some offices may still require minor work when the tenant is preparing to take occupation.
This could include replacing damaged fittings, completing painting, adjusting doors, repairing plumbing or resolving air-conditioning issues identified during the inspection.
Where work remains outstanding, prepare a written list describing what needs to be completed.
Confirm which party is responsible for arranging each item and agree on a specific completion date in writing. Avoid leaving repairs subject to vague arrangements such as “as soon as possible”, particularly when the work could affect the planned move-in date.
Pay particular attention to repairs that could interfere with normal office use. Work involving electrical systems, air conditioning or essential facilities may need to be completed before employees move in.
Other minor items may be manageable after occupation, provided both parties agree on the arrangements and completion dates.
If contractors will need access to the premises, discuss how their visits will be coordinated and whether the work could interrupt the business.
Once repairs have been completed, inspect the affected areas and update the handover record.
Written confirmation of responsibilities and deadlines helps prevent misunderstandings, particularly when several people are involved in managing the property and coordinating the move.
Keep your handover records with the lease agreement
The photographs, inventory and condition report may not be needed again immediately after moving in, but they can become useful when the lease approaches its end.
If questions arise about damage or the condition in which the property should be returned, the original handover documents can help establish what was already present when the tenant took occupation.
This is particularly relevant when discussing the garanzija, or security deposit, under a commercial lease in Malta.
The lease may include provisions covering maintenance, alterations, repairs and the condition of the property when it is returned to the landlord.
Having a documented starting condition makes it easier for both parties to review those provisions against the property’s original state.
For more information, see our guide to garanzija and commercial lease deposits in Malta.
Keep the following records together with the signed lease:
- The original property condition report and photographs
- Any agreed furniture and equipment inventory
- Utility meter readings taken at handover
- Written confirmation of outstanding repairs
- Correspondence regarding agreed changes or completed work
- A record of the keys and access devices received
Where possible, maintain a shared, dated copy that both the landlord and tenant can refer to.
Use an office handover checklist before accepting the keys
A consistent office inspection checklist helps ensure the main areas of the property have been reviewed before occupation.
When completing an office handover in Malta, check the following:
- Property condition: Inspect walls, ceilings, flooring, doors, windows and permanent fixtures for existing damage.
- Photographic records: Take general photos of each room and close-ups of any defects.
- Air conditioning: Check that units and controls are functioning as expected.
- Lighting and electrical fittings: Test lighting and inspect accessible fittings for visible damage.
- Plumbing: Check taps, toilets, drainage and visible pipework for leaks.
- Furniture and equipment: Verify that the items listed in the agreement are present and in the expected condition.
- Building access: Test keys, access cards, parking remotes and agreed access arrangements.
- Utility readings: Record accessible water and electricity meters where applicable.
- Connectivity: Confirm internet arrangements and any pending installation work.
- Outstanding repairs: Document unfinished work and agree on responsibilities and completion arrangements.
- Handover confirmation: Share the inspection record and inventory with the landlord for acknowledgement.
The checklist can be adjusted depending on whether the office is furnished, newly fitted, located within a business centre or being taken as an unfinished space.
The objective is to confirm that the property is being handed over in the condition and with the facilities agreed by both parties.
Before settling into your new office
The office handover is an opportunity to confirm that the premises are ready for the business to occupy.
Taking time to inspect the property, test its facilities and document its condition can help identify problems before they begin affecting employees or daily operations.
It also creates a record that both the tenant and landlord can refer to throughout the lease.
Businesses still searching for a suitable property should consider the condition of the office, the facilities provided and any preparation required before moving in, alongside location, layout and lease terms.
You can explore the current selection of offices for rent in Malta or contact MaltaOffices to discuss your requirements and find properties suited to your company’s move-in plans.
Frequently Asked Questions
What should businesses check during an office handover in Malta?
Businesses should inspect the property’s general condition, test essential facilities, verify the agreed furniture and equipment, and confirm access arrangements. Existing damage, utility meter readings and outstanding repairs should also be documented before occupation.
Should photographs be included in an office handover report?
Photographs provide a useful record of the property’s original condition. Take clear images of each room and any existing damage, preferably before furniture and equipment are moved in. Keep the photographs dated and together with the written condition report.
What happens if damage is discovered during the handover?
Record the damage and inform the landlord or their representative. Where repairs are required, confirm the agreed responsibilities and arrangements in writing. The lease should be reviewed where responsibility for the work is unclear.
How does an office handover report relate to the garanzija?
The original handover report can help establish the property’s condition when the tenant moved in. This may be useful when reviewing damage or discussing the return of the garanzija at the end of the lease. The agreed lease terms and applicable requirements should still be considered.
Should both parties acknowledge the office handover checklist?
Having both the landlord and tenant review and acknowledge the completed report is a sensible precaution. It helps establish a shared record of the property’s condition, the inventory provided and any repairs that remain outstanding.
