Inventory List for Tenants in Germany Legally Secure

A carefully coordinated inventory list protects tenants at move-in and move-out in Germany and makes the handover of the apartment clear, transparent and legally secure. In this text you will learn how, as a tenant, to systematically record inventory, document defects, observe deadlines and coordinate changes with the landlord. I explain practical templates, official forms and examples of wording for handover reports as well as the role of photos and witnesses. I also show which legal bases in the BGB are important and how local courts assess disputes. The guide is understandable for tenants without legal knowledge and offers concrete steps for a low-conflict handover. At the end you will find a practical checklist, tips for dealing with defects and links to official forms.

Why an inventory list is important

An inventory list helps secure the condition of the apartment at move-in and avoid later disputes at move-out. It documents existing furniture, damage and technical defects and makes responsibilities transparent. Legal obligations and tenant rights can be found in the provisions of the BGB.^[1]

Step-by-step: create an inventory list

• List room by room: note furniture, fixtures and visible defects.
• Take photos: document each corner and each defect with a date.
• Add written descriptions: size, material, color, functional checks (e.g. stove, heating).
• Observe deadlines: record agreements on repairs in writing and set deadlines.
• Secure documents: send copies to yourself and the landlord by e-mail.

Forms, templates and legal notes

There is no uniform "state" inventory list, but official laws regulate the rights and duties of tenants and landlords; central provisions are contained in the BGB.^[1] If a dispute goes to court, the rules of the ZPO apply to actions and evidence.^[2] The corresponding ordinances are relevant for heating and operating cost statements.^[3]

Example of a practical form: use a written handover report with date, signatures of both parties, detailed defect description and photo references. If necessary, name a deadline for remedying defects in the protocol and document the landlord's responses. For legal steps, the local district court is responsible.^[4]

Documentation at move-in and move-out

• Photos: capture all rooms, meter readings, damages from multiple angles.
• Handover protocol: date, time, signatures and precise defect descriptions.
• Witnesses and communication: document calls and agreements by e-mail.
• Collect repair offers and invoices: for later billing and proof.

What to do in case of dispute or no agreement

First try to find an amicable solution; document offers in writing. If escalation occurs, you can assert your rights before the competent district court; the procedure follows the ZPO.^[2] Keep all receipts, photos and the handover report; these documents are your most important evidence.

FAQ

What belongs in an inventory list?

An inventory list contains room names, existing furniture and fixtures, visible defects, meter readings, date of recording and photos; ideally tenant and landlord sign the protocol.

Can the landlord add items afterward?

Subsequent additions should only be made with your consent; disputed changes should be clarified in writing and can be reviewed in court if necessary.

Which authorities or courts are responsible for conflicts?

For tenancy disputes, the local district court is usually responsible; in higher instances, regional courts and possibly the Federal Court of Justice (BGH) may be relevant.^[4]

How-to

1. Prepare: open a template, list rooms and create fields for photos and signatures.
2. Document: take photos, describe defects, note meter readings and date everything.
3. Coordinate: present the protocol to the landlord, clarify changes and obtain signatures.
4. Set deadlines: if repair is required, agree on deadlines in writing and document them.
5. If disputed, inform yourself: collect documents and possibly prepare a claim at the district court.^[2]

Help and Support

• Gesetze im Internet: Bürgerliches Gesetzbuch (BGB)
• Gesetze im Internet: Zivilprozessordnung (ZPO)
• Bundesgerichtshof (BGH) – Decisions

1. [1] Bürgerliches Gesetzbuch (BGB) — Gesetze im Internet
2. [2] Zivilprozessordnung (ZPO) — Gesetze im Internet
3. [3] Heizkostenverordnung (HeizKV) — Gesetze im Internet
4. [4] Amtsgerichte und Zuständigkeiten — Justiz
5. [5] Federal Ministry of Justice — Muster und Formulare