Inventory List & Photo Check: Tenants in Germany
As a tenant in Germany, you should prepare a careful inventory list with a photo check when moving in and out to avoid disputes. This practical guide explains step by step which details matter, how to document damages and which deadlines to observe. I describe which photos are useful, how to date and store evidentiary photos, and how to prepare a handover protocol that is legally sound. You will also find notes on official forms and court jurisdictions in case a claim goes to the local court. The goal is that you, as a tenant, can clearly prove your rights, avoid unnecessary costs and handle the handover in a structured way. Read on for practical checklists and templates.
Why an inventory list matters
A detailed inventory list helps to objectively record the condition of the apartment at move-in and move-out and to avoid later disputes. For tenancy claims, the provisions in the BGB are relevant[1], and well-documented photos and a signed handover protocol reduce the risk of costly disputes.
What belongs in the inventory list
- Date and place of the handover, including time and address.
- List of all furniture and fixtures with a short description of condition.
- Specify exact damages and their location (e.g. "scratch on table leg, right side").
- Record meter readings (electricity, water, gas).
- Information on existing keys and codes.
Taking photos correctly
Good photos are crucial: wide-angle shots show the overall impression, detail shots document damage. Pay attention to lighting, perspective and a reference scale (e.g. ruler or coin). Name image files sensibly (e.g. "2025-06-01_livingroom_stain.jpg") and save copies in the cloud and locally.
- Take at least one overall shot per room and multiple detail shots per damage.
- Date photos in the filename and check metadata if possible.
- Use an additional reference (scale, ruler) for exact size information.
- Back up photos immediately in a second copy (cloud or email to yourself).
Storage & deadlines
Keep the inventory list, photos and the signed handover protocol at least until the end of possible claims. If a legal dispute arises, the local court (Amtsgericht) often decides tenancy matters; court proceedings follow the rules of the ZPO[2].
Handover protocol checklist
- Full contact details of tenant and landlord.
- Signatures of both parties with date.
- Reference to stored photos (file names/folder path).
- Written agreements on cosmetic repairs or return condition.
FAQ
- What can I do if the landlord claims damages afterwards?
- Present your inventory list, photos and the protocol. Object in writing and request a detailed statement of the claim.
- How long should I keep evidence?
- At least until the statutory warranty or limitation periods end and until all charges (e.g. utility costs) are finally settled.
- Are there official handover forms?
- There is no uniform nationwide mandatory form, but templates and guidance from the federal ministry are available; use a signed handover protocol as proof.
How-To
- Preparation: Print a simple inventory list or create a table with room, item, condition.
- Take photos: Make overall and detail shots and save them with the date in the filename.
- Record the handover: Go room by room, read the list together and have the protocol signed.
- Save copies: Send a signed copy by email to yourself and store digital photos twice.
- In case of dispute: Keep documentation ready and seek legal advice or bring the matter to the local court.
Key Takeaways
- Documentation often outweighs verbal agreements.
- Photos with dates and clear filenames protect against unjustified claims.
- Signatures on the handover protocol increase evidentiary value.
Help and Support / Resources
- Gesetze im Internet (BGB) for tenancy law and obligations.
- Federal Ministry of Justice and Consumer Protection (BMJV) for sample letters and form guidance.
- Federal Court of Justice (BGH) for relevant tenancy rulings.
