Check-In and Check-Out Records for PGs
Check-in and check-out management records room condition, items issued, deposit and documents at joining, and settles the deposit at move-out. The bed returns to the free list once the room is cleaned.
Joining day record
The warden completes it at the room, using a phone. Every entry carries the date.
Notice, inspection and settlement
When a tenant gives notice, the room is inspected against the joining record. That record is the version both sides agreed at the start. Any deduction is written down with its reason, and the tenant can see it. The settlement is stored against her.
Returning the bed to the list
Once the tenant has left and the room is cleaned, the bed shows as free. The status follows the move-out entry, not a message that reaches the office weeks later.
What it cannot prevent
A record does not stop a tenant from leaving without notice, and the deposit may not cover what is owed. It does give you the dated joining note, the deposit position and the day the empty bed was found.
Frequently asked questions
Do we have to take photographs?
No. A written note also works. Photographs take a minute on the warden’s phone and are easier to refer to when a deduction is questioned.
Can a deposit be refunded in parts?
Yes. Each refund is recorded with its date, and any amount withheld is recorded with its reason, against the tenant.
What if a tenant leaves without telling anyone?
Record the date the empty bed was found and settle the deposit against the dues. The bed returns to the free list from that date.
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