On-time Key Handover for Tenants in Germany

As a tenant in Germany, it is important to plan termination dates and the subsequent key handover correctly. This article clearly explains how to submit a termination on time, which deadlines apply, how to prepare an appointment for handover and which sample letter you can use. You will learn which obligations must be fulfilled before moving out, which documents and photos serve as evidence and how to avoid disputes over damages. The guide contains concrete checklists, a step-by-step plan for the handover as well as notes on official forms and competent courts so that you can leave the tenancy safely and legally. Practical sample texts, a checklist for meter readings, a handover-protocol template and hints on deposit accounting help you avoid mistakes. If necessary, we explain when the local court is responsible and how to secure evidence for defects.

Checklist before the key handover

Before the appointment you should check off all items so that the handover runs smoothly and later disputes are avoided.

• Read and record meter readings.
• Take photos of condition and any existing damage.
• Gather all keys and document any missing keys.
• Coordinate the handover procedure with the landlord or property manager.
• Prepare a handover protocol or use a template.
• Prepare deposit accounting and receipts for repairs carried out.

What belongs in the handover protocol?

A good handover protocol describes condition, meter readings, existing damages and the keys handed over. Have it signed by both parties and request a copy.

Forms and templates

There is no single mandatory form, but a written termination letter with date, signature, rental address and the desired termination date is required. Use a clear template for the termination and a standardized handover protocol as a model.

Rights and obligations when moving out

As a tenant, you must return the apartment in the condition agreed in the contract. Minor repairs may be the tenant's responsibility depending on the lease; major defects must be remedied by the landlord. Timely terminations are governed by the statutory provisions of the BGB ^[1].

Avoid common mistakes

• Arrange an appointment without written confirmation.
• Fail to document the handover.
• Do not keep important receipts like repair invoices.

Frequently Asked Questions

When is a termination submitted on time?

A termination is on time if it complies with the statutory or contractually agreed notice period and reaches the landlord in time. The relevant rules are in the BGB §§ 535–580a ^[1].

Who is responsible if there is a dispute at the handover?

Local courts (Amtsgericht) are usually responsible for tenancy disputes; procedural matters are governed by the Civil Procedure Code (ZPO) ^[2].

Do I need a written handover protocol?

A written, signed handover protocol is not legally required, but it is an important source of evidence in later disputes.

Step-by-step guide

1. Check your lease for notice periods and special provisions.
2. Draft the termination letter with address, date, desired termination date and signature.
3. Send the termination so that delivery can be proven (registered mail or personal handover with witnesses).
4. Arrange an appointment early for the key handover and confirm time and place in writing.
5. Prepare a handover protocol, record meter readings and any defects, and have it signed.
6. Return all keys and request the landlord in writing to settle the deposit if it is not done automatically.

Help and Support

Official authorities and courts provide further information on rights and deadlines.

• Gesetze im Internet: BGB (Tenancy law)
• Gesetze im Internet: Civil Procedure Code (ZPO)
• Federal Court of Justice (BGH) – Information and decisions

1. [1] Gesetze im Internet – BGB §§ 535–580a
2. [2] Gesetze im Internet – Zivilprozessordnung (ZPO)
3. [3] Bundesgerichtshof – Informationen und Entscheidungen