Inventory Checklist for Tenants in Germany

When moving in or out, a reconciled inventory checklist is essential for tenants in Germany. It helps document damage, missing items and agreed furnishings clearly and avoid later disputes. With a systematic photo check, short descriptions and date information you create reliable evidence. This guide explains step by step how to photograph rooms, note defects, reconcile with the handover protocol and which wordings are sensible in evidence. You will also learn when it makes sense to inform the landlord in writing and how documentation can be used in court or at the local court. Practical tips and form comments help tenants act safely and prepared. Read on for concrete checklists and templates.

Why an inventory checklist matters

An inventory checklist reduces uncertainty at move-in and move-out, creates clear evidence of condition and equipment and protects tenants from unjustified claims. Legal foundations can be found in the Civil Code (BGB) regarding landlord and tenant obligations.^[1] Written notifications and formal evidence are often decisive when it comes to compensation claims or deductions from the security deposit.

Preparation: What you need

• Take photos of every room and all visible defects
• Record date and time in filenames or notes
• Store labeled photos in themed folders
• Report defects in writing (email or letter) and keep the reply

If you plan a formal notification, use clear wording and keep copies of the communication.

Documentation & evidence

Good documentation combines photos, short descriptions and references to agreements in the rental contract. Mark items, damage and exact locations. Emphasize relevant points such as mold, defective heating or missing equipment and note visible date indications.

• Provide short captions with location and damage
• Keep a numbered inventory list and link it to photos
• Inform the landlord in writing about major defects and set a deadline

Reconciliation at handover

At the handover appointment, go through the inventory list point by point, show photos and sign the protocol together. If there is disagreement, note the differing views and keep a copy. Informal handover protocols are common; for terminations or formal claims, check sample forms from the Federal Ministry of Justice.^[2]

FAQ

What belongs in an inventory checklist?

The list should include all furniture, fittings, visible defects and the condition of important appliances such as heating, stove and windows.

How long should I keep photos?

Keep photos and protocols at least until the security deposit is fully repaid and ideally for two years.

Where can I turn if the landlord does not cooperate?

In disputes, the local court (Amtsgericht) can be responsible; tenant advice or an initial legal assessment can help beforehand.

How-To: Create an inventory checklist

1. First check the rental contract and any existing handover protocols
2. Photograph each room systematically from several angles
3. Fill out the inventory list with short descriptions and dates
4. Send a copy by email or letter to the landlord and request confirmation of receipt
5. Keep all documents and photos securely

Help and Support / Resources

• [1] Civil Code (BGB) §§ 535–580a
• [2] Sample termination letter from the Federal Ministry of Justice (BMJV)
• [3] Information on local courts and responsibilities

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a
2. [2] Kündigungsschreiben Muster des Bundesministeriums der Justiz (BMJV)
3. [3] Informationen zu Amtsgerichten und Zuständigkeiten