Inventory List & Photo Check for Tenants in Germany

As a tenant in Germany, a careful inventory list with a photo check is an important tool to avoid disputes with the landlord when moving in and moving out. The protocol records condition, meter readings and existing damage; photos prove date and condition; clear descriptions help in court. This guide explains step by step how to create an evidentiary inventory list, which photos are useful, how to document defects and which deadlines apply for the handover. You will also find notes on relevant laws, when a handover protocol is useful and which authorities are responsible in case of conflicts. At the end there are checklists, FAQs and a short guide on how to secure evidence for tenancy cases.

Why an inventory list is important

An inventory list makes the condition and existing defects transparent and reduces misunderstandings with the landlord. In case of dispute it serves as evidence of condition, meter readings and pre-existing defects. Legal obligations of the landlord and tenants' rights are set out in the Civil Code (BGB). ^[1]

What belongs in the inventory list?

• Take photos (photo) and record the date: photograph each room from multiple angles and make the date visible.
• Describe the condition (record): note doors, windows, floors and walls precisely.
• Record meter readings (time): read electricity, gas and water meters on move-in and move-out.
• List existing defects and repair needs (repair): describe, photograph and, if applicable, attach contractor quotes.
• Deposit-relevant information (rent): clearly document damages that may be deducted from the deposit.
• Record signatures and handover date (notice): have the protocol signed by tenant and landlord.
• Note key handover (entry): document number and condition of keys handed over.
• Record moving data on move-out (move-out): list furniture, moving date and return locations.

Photo check: practical tips

Take photos in landscape and portrait, zoom in on specific defects and photograph meters with readable displays. If possible, use the camera's timestamp function or place a dated newspaper in the photo. Save images as original files and as a PDF protocol for communication with the landlord.

Handover protocol and legal notes

A signed handover protocol is not a guarantee but a strong piece of evidence in disagreements. In tenancy matters the local court (Amtsgericht) is usually competent; procedural rules follow the Civil Procedure Code (ZPO).^[2] In certain cases higher instances such as the Federal Court of Justice (BGH) decide on fundamental issues.^[3]

Frequently Asked Questions

Do I need an inventory list when moving in?

Yes. An inventory list helps prove the initial condition and avoids later claims.

Which photos are most important?

Photos of defects, meter readings, door locks, floor coverings and special fittings are particularly relevant.

What if the landlord refuses to sign?

Note the time, make a detailed list with photos and send the protocol to the landlord by registered mail or email with read receipt.

How-To

1. Take photos immediately upon moving in (photo) of all rooms and meters.
2. Write an inventory protocol (record) with date, time and precise descriptions.
3. Have the protocol signed by the landlord or handover person and make copies (notice).
4. Send the copy to the landlord within a short timeframe and keep receipts as proof (within).

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) - gesetze-im-internet.de
• Information on courts and procedures - justiz.de
• Federal Court of Justice (BGH) - bundesgerichtshof.de

1. [1] BGB §§ 535–580a - gesetze-im-internet.de
2. [2] ZPO - Civil Procedure Code - gesetze-im-internet.de
3. [3] Federal Court of Justice (BGH) - bundesgerichtshof.de