Inventory List Weekend: Tenant Documents in Germany
When handing over an apartment at the weekend, tenants in Germany can quickly face organizational questions: which documents belong in the inventory list, which deadlines apply and how to archive evidence correctly? This short guide explains step by step which papers you should collect (handover protocol, photos, lease agreement, invoices for renovations), how to observe deadlines for defect notifications and objections and which official forms are helpful. The aim is to avoid later disputes and to store evidence in an orderly manner. The language remains practical and free of legal jargon so that tenants without legal knowledge can plan the next steps with confidence. I also show how to create digital copies, calculate typical deadlines and when the local court may become responsible. At the end you will find links to official forms and contact points for quick help.
Which documents belong in the inventory list?
Make sure your inventory list contains clear, dated entries and receipts for each item. Note visible defects precisely and add photos and meter readings.
- Handover protocol with date, signatures and description of all defects.
- Photos and videos of damages and the condition of the rooms at the time of handover.
- Lease agreement and additional agreements that document rights and obligations.
- Receipts for deposit, rent payments and billing statements.
- Record of key handover and meter readings on move-in or move-out.
- Correspondence with the landlord (emails, SMS, letters) as PDF or printout.
- Overview of deadlines and agreed appointments related to the handover.
Deadlines and how to calculate them
Critical deadlines concern defect notifications and objections in particular: report visible defects to the landlord promptly and document the notification in writing. Legal foundations are found in tenancy law of the BGB and in procedural rules that become relevant in disputes.[1][2]
- Defect notification: as soon as possible after discovery, ideally within a few days.
- Deadline for rent reduction: begins with the notification and subsequent communication.
- Deadline for formal objections to the handover protocol: in writing within the agreed period, otherwise tacit consent often applies.
How to archive inventory lists and evidence
Use a clear folder structure: one folder for the handover protocol, one for photos, one for invoices and correspondence. Create digital copies in PDF format and use date-based filenames (e.g. 2025-09-01_handover-protocol.pdf). Keep backups in two locations (local and cloud) and note who received which copy.
- Scan documents in high quality and save them permanently as PDF.
- Name files with date and a short description for easy retrieval.
- Keep a change log when you add new evidence.
FAQ
- Do I need an inventory list when moving out at the weekend?
- An inventory list is not mandatory, but it protects both tenants and landlords because it documents the condition at handover.
- How long must I keep documents?
- Keep handover protocols, photos and billing records for at least three years; longer in case of larger claims or ongoing disputes.
- What if the landlord does not accept the protocol?
- Document the communication and consider seeking legal help; in court proceedings the local court (Amtsgericht) is competent, higher instances are involved for appeals.[3]
How-To
- Prepare: gather lease, previous handover protocols and all relevant receipts.
- Document: photograph each room systematically and create a dated handover protocol.
- Hand over: sign the protocol together with the landlord or have a copy sent by email.
- Archive: store digital copies securely and distribute copies to involved parties if necessary.
Help and Support / Resources
- Gesetze im Internet – Bürgerliches Gesetzbuch (BGB)
- Gesetze im Internet – Zivilprozessordnung (ZPO)
- Bundesgerichtshof (BGH) – Decisions
