Inventory Checklist: Tenant Guide Germany

As a tenant in Germany, an accurate inventory list at move-in and move-out is essential. This guide shows you in five clear steps how to align inventory lists, document damages and correctly create handover records. You will learn which photos, forms and appointments are important, how to communicate with the landlord and which deadlines apply for returns or repair notices. Practical sample wording and notes on official forms help avoid disputes. In the end you will have a structured checklist for a less stressful weekend when moving in or out and know which authorities or courts to contact in Germany if problems arise. The steps also explain how to store records, observe deadlines under the BGB and which courts are responsible if clarification is needed.

Step 1: Preparation before Handover

Prepare documents and materials: flashlight, tape measure, camera/smartphone, pen and several copies of the handover protocol. Note visible damages and missing furnishings in advance.

Step 2: Documentation and Evidence

Photograph all rooms systematically and label the images with the date. Create a written protocol with meter readings, key counts and existing defects.

• Take photos (photo) — room by room and dated.
• Collect documents (record) — lease, prior protocols, witness info.
• Mark damages (repair) — describe type, location and extent precisely.

Step 3: Complete the Protocol and Forms

Use a handover protocol that records condition, meter readings and keys. Note outstanding repairs and deadlines for corrections.

• Fill in the protocol (form) — have both parties sign.
• Record deadlines (deadline) — e.g., for defect notifications or corrections.
• Record key handover (move-out) — check quantity and function.

Step 4: Communication with the Landlord

Send a copy of the signed protocol to the landlord and document the handover by email or registered mail if necessary. Keep delivery confirmations.

• Contact (contact) — confirm the appointment and discuss condition.
• Document in writing (form) — use email or registered mail.

Step 5: If Problems Arise — Rights and Courts

If disputes cannot be resolved amicably, tenants can usually turn to the local Amtsgericht; appeals go to the Landgericht and ultimately the Federal Court of Justice. Check the relevant provisions in the BGB on obligations and rights arising from the tenancy.^[1] For court procedures, the rules of the Code of Civil Procedure apply.^[2]

Frequently Asked Questions

Who signs the handover protocol?

Both parties, i.e., tenant and landlord or their authorised representatives, should sign the protocol to record the condition bindingly.

How long should I keep evidence?

Keep documents and photos at least until any subsequent claims are concluded or statutes of limitation apply; three years is a practical guideline.

Which forms are important?

Important templates include, for example, the termination letter (sample from the Federal Ministry of Justice) and the signed handover protocol as proof at move-out.^[3]

How-To

1. Arrange appointment (appointment) — set a time for the handover.
2. Document room by room (photo) — take photos and note meter readings.
3. Fill in the protocol (form) — enter condition, defects and number of keys.
4. Document defects (repair) — set deadlines and record in writing.
5. Send protocol (contact) — secure delivery by email or registered mail.

Key Takeaways

• A complete inventory list reduces later disputes effectively.
• Photos and signed protocols are your best proof.

Help and Support

• Federal Ministry of Justice and Consumer Protection
• Laws online (BGB, ZPO)
• Federal Court of Justice (BGH)

1. [1] Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
2. [2] Code of Civil Procedure (ZPO) – Gesetze im Internet
3. [3] Federal Ministry of Justice and Consumer Protection – Samples and Guidance