Before you step into a Bali villa for a monthly stay take a deliberate pause to document the property and secure clear paperwork. A careful pre move inspection protects your deposit and ensures a smooth handover when you check out. Prepare a short checklist and allow 30 to 60 minutes for a full walkthrough with the owner or manager present.
Essential paperwork to request and retain
Obtain a signed tenancy agreement that states exact dates monthly rate security deposit and who is responsible for utilities. Ask for written confirmation of the deposit amount the payment method and the refund timeline. Request a contact list that includes the property manager local emergency number and any staff who provide routine services.
Signed rental agreement
Ensure names dates rates and any house rules are clearly written and signed by both parties. If the owner prefers email confirmation capture the message as a PDF and save a printed copy.
Receipts and payment records
Collect written or electronic receipts for the deposit first month rent and any advance utility payments. Note the payment reference or transaction ID and the date the funds cleared.
Detailed condition inventory to complete together
Walk every room and make a room by room inventory listing furniture appliances fixtures and visible damage. Use a simple format and have the manager initial or sign next to each noted item to confirm mutual agreement.
Meter readings and appliance notes
Record electricity and water meter numbers and take photos of the meters with visible numbers. Turn on major appliances and test lights taps and air conditioners then note any faults.
Keys remotes and access items
Count all keys and remotes and record what each opens. If the villa has a safe gate code or pool equipment ask for instructions and list who provided them.
Photographic evidence and timestamps
Photograph all rooms close up on any scratches stains or areas of concern and capture wide angle shots for context. Use a smartphone video with a slow pan and speak a brief dated statement at the start to create a clear time stamped record.
Finish the process by keeping both printed and digital copies of every document and all photos. Store images in two places and email copies to yourself so move out is a straightforward reconciliation based on agreed signed records.
Checking utilities appliances and internet setup
Before settling into a monthly villa conduct a focused check of utilities appliances and internet so daily life begins without surprises. Allow 30 to 60 minutes to test systems with the manager present and record any issues in writing and with photographs.
- Electricity meters and breakers
Note the meter reading and take a photo with a date visible so billing questions are simple to resolve later. Test circuit breakers by switching on major circuits and confirm emergency contact details for PLN or the local electrician. - Water supply and plumbing
Run taps and shower to check pressure and hot water timing then look under sinks for leaks or damp patches. Record the water meter reading if available and ask how often the water supply can be interrupted in the neighborhood. - Air conditioning and hot water systems
Turn each aircon on for at least five minutes to confirm cooling performance and listen for unusual noises from compressors. Test the hot water system at peak flow and ask when the heater was last serviced if it is not instant on. - Kitchen and laundry appliances
Open fridge freezer and check temperature and seals then run the oven stove and any range hood to confirm operation. Start the washing machine on a short cycle and check for clear drain flow and stable mounting to avoid vibration issues. - Internet connection and router placement
Run a speed test in the main living area and in the bedroom areas and note upload and download numbers for each location. Confirm router login details who pays the bill and any data caps then record recommended ways to boost signal such as router relocation.
Document every finding in a short report and have the manager initial or sign the page to acknowledge shared observations. Store copies of the report photos and any receipts so move out becomes a straightforward reconciliation based on agreed evidence.
If a critical issue appears request an expected repair timeline and keep follow up messages in writing. Clear communication at move in prevents small problems turning into large disputes later and helps ensure your Bali monthly stay is comfortable and predictable.
Safety structure and pool checks to note
Before you settle into a monthly villa spend focused time on safety and structural checks to avoid problems later. Walk the property with the owner or manager present and allow at least 30 to 45 minutes to test key items. Take dated photos and record any concerns so repair expectations are clear from day one.
Structural checks that matter
Inspect walls ceilings and floors for hairline cracks damp patches or fresh plaster that may hide continuing issues. Pay special attention to balcony railings stair treads and any elevated decking where a loose fitting can create a hazard.
Look for signs of water intrusion around windows doors and the roof line which often cause rot or mold if left unaddressed. Check gutters downspouts and visible drainage routes to ensure rain water will not pool near foundations or create slippery walkways.
- Pool fencing and gate operation
Confirm the pool has a secure fence or barrier where required and that the gate closes and latches reliably. Test any child proof locks and note if the pool edge lacks non slip finishing that could create a fall risk. - Pool water clarity and equipment safety
Assess water clarity and look for visible algae or debris which signals irregular maintenance. Inspect pump housing skimmer covers and visible electrical conduits for corrosion or exposed wiring. - Electrical outlets switches and earthing
Test a few outlets with a phone charger to confirm power and check for loose sockets or scorch marks which indicate past faults. Ask whether the property has a residual current device or similar safety cut out and where the main fuse box is located. - Smoke alarms fire escape and emergency lighting
Verify smoke detectors are installed and operational and identify clear escape routes from bedrooms and common areas. Note the location of fire extinguishers and whether staff are briefed on emergency procedures for guests.
After the inspection compile a short report with photos and the manager signature so responsibilities are documented. Agree on a realistic repair timeline for any critical items and keep communication written to protect your deposit and ensure a safe comfortable stay.
Inventory of furniture fittings and fixtures
Creating a clear inventory at move in protects both guest and owner and makes move out simple. Take a room by room approach and focus on descriptive detail rather than vague statements. Prepare a written inventory and complete it together with the manager so both parties acknowledge the same baseline condition.
Room by room inventory essentials
For each room list the main items and their condition starting with large pieces such as beds sofas dining tables and wardrobes. Note visible wear stains scratches or loose joints and include mattress condition and mattress protector status. For bedrooms record number of pillows blankets and whether linen is provided and in acceptable condition.
In living areas and dining rooms include electronic items and remotes and verify that each remote is working. For kitchens list the major appliances cutlery plates glassware and any specialised equipment such as rice cookers or immersion blenders. Small defects matter so note burned pans missing lids or cracked plates as they affect deposit reconciliation.
Fittings fixtures and fixed systems
Document fixed elements that do not move such as light fittings ceiling fans shelving built in wardrobes and bathroom fixtures. Check that switches operate the correct lights and record any flickering lights or loose fittings. Test taps and showers and note water temperature variance or persistent drips that require attention.
Record the location and function of safety items such as smoke detectors fire extinguishers and first aid kits. If the property has an alarm system or safes record access codes or the procedure to obtain them so you are not left without essential information during your stay.
Photographs labels and signatures
Supplement the written inventory with dated photographs and short video clips that show context and close up details. Photograph serial numbers model plates and instruction labels where possible to help in case of disputes over damage versus normal wear. Use clear filenames and back up images in two locations for easy retrieval.
Finish the inventory by asking the manager to initial or sign each page and keep both a printed copy and a digital copy. Agree on a simple process for reporting new damage discovered during the stay and set expectations for repair timelines and deductions from the deposit.
A thorough inventory carried out at move in makes move out fair and predictable. Spend the extra time and you will save effort later while protecting your deposit and enjoying a more relaxed stay.
Move-out procedures damage reporting and deposit return
Plan your move out with the same care as your move in. Schedule a final walkthrough with the manager on your last day and allow at least thirty minutes so both parties can inspect every room together. Complete the original inventory checklist update meter readings and take dated photographs or a short video that shows the condition of floors walls fixtures and the pool if present. Request the manager to sign or initial the updated condition report on the spot and keep both a printed copy and a digital copy. Give the owner or manager written bank details for the deposit refund before handing over keys and confirm who will be responsible for final cleaning. If you or the owner agree to professional cleaning or repairs obtain receipts and ask that any proposed deductions from the deposit be itemized in writing. Expect an itemized statement of deductions within forty eight hours if any issues arise and a full refund by bank transfer within seven calendar days when there are no disputes. If a disagreement appears ask for written estimates for any proposed repairs and maintain all correspondence to create a clear paper trail.
Understand how damage is typically classified so you can contest unfair charges. Minor cosmetic wear such as small scuffs under five centimeters or light fabric fading from sun exposure is normally considered normal wear and should not be deducted from the deposit. Stains that require standard laundering should be treated as routine maintenance while deep stains requiring professional upholstery or mattress cleaning can be charged at actual invoice cost. Major damage includes broken glass cracked tiles persistent water intrusion or malfunctioning appliances caused by misuse and may be charged at repair or replacement cost with reasonable depreciation applied. If you arrange an urgent repair during your stay keep original invoices and request the manager to sign each receipt. When possible obtain two short quotes for larger repairs before agreeing to payment. If the owner fails to return the deposit or provide an acceptable itemized account escalate in writing and allow up to fourteen days for formal resolution while keeping all signed reports photos and receipts ready as evidence to protect your interests.
