Inventory List with Photo Check for Tenants in Germany

As a tenant in Germany, you should create a detailed inventory list with a photo check when moving in and out. This list helps document the condition of the apartment, identify damages, and avoid misunderstandings with the landlord. Photos, dates and short descriptions make documentation robust and ease both rent reduction claims and the recovery of the security deposit. In this guide I explain step by step which rooms and items should be recorded, how to take photos correctly from a technical and legal perspective, which deadlines to observe and which official laws apply in disputes. At the end you will find sample actions, official contact points and practical tips for a solid handover.

Why an inventory list is important

An inventory list with a photo check protects tenants during move-in and move-out from unfounded claims and helps clearly assign damages. The German Civil Code regulates landlord and tenant duties regarding maintenance and return of the rental item and often forms the legal basis in disputes.^[1] Good documentation reduces time, legal risk and improves your negotiating position.

What belongs in the inventory list?

• Room-by-room listing with descriptions of all visible defects and the exact location.
• Damages and functional defects (heating, water, sockets) with short notes on urgency.
• Date of each photo and date of the protocol in the file name and document.
• Meter readings (electricity, gas, water) with a photo of the display.
• Information about the security deposit: amount, payment and proof of transfer, if available.
• Signatures of tenant and landlord or witnesses, place and time of the handover.

How to take legally secure photos

Photos are strong evidence when they are clear, dated and clearly attributable. Pay attention to good lighting, multiple shots per defect (overview and detail) and visible readable date information in the file name or photo metadata. Save copies locally and in a cloud with timestamps.

• Date in the file name: "2025-09-01-kitchen-stain.jpg" and note the time.
• Take both overview shots of the room and close-ups of each defect for clarity.
• Note location, device type and a short description next to the photo in the list.
• Secure backups: at least one local copy and one cloud copy with timestamp.

Handover protocol for move-in and move-out

Arrange a fixed appointment for the apartment handover and keep a written handover protocol with photos, meter readings and signatures. In rental disputes, local courts (Amtsgerichte) are usually responsible.^[2] If an eviction lawsuit is filed, the rules of the Code of Civil Procedure apply to the proceedings.

• Arrange the appointment: confirm date, time and meeting place in writing.
• Create a joint protocol: condition, photos, meter readings and signatures.
• Document key handover: number and condition of keys.
• Security deposit handling: record justified claims and deductions with receipts.
• Attach photo files to the protocol and provide copies to both parties.

FAQ

Do I absolutely need an inventory list as a tenant?

No, but a clear inventory list with a photo check protects against unfounded claims and simplifies evidence when handing over.

How long should I keep documents and photos?

Keep documentation and photos at least until the security deposit has been fully settled; keep them longer if problems arise, depending on limitation periods.

Where can I turn if the landlord makes claims?

First seek a discussion and present your documentation; in escalating disputes local courts are competent and you may seek legal advice.

How-To

1. Survey the apartment room by room and list all fixed fittings and visible defects.
2. Take an overview and a detailed photo of each defect with the date in the file name.
3. Record meter readings and photograph each meter.
4. Create a written protocol, attach photos and have the landlord sign it.
5. Save a copy for your records and archive additional backups with timestamps.

Help and Support

• Bürgerliches Gesetzbuch (BGB) – Law text
• Federal Court of Justice (BGH) – Case law
• Code of Civil Procedure (ZPO) – Procedure

1. [1] Bürgerliches Gesetzbuch (BGB) — Gesetze im Internet
2. [2] Amtsgerichte — Justizportal des Bundes und der Länder
3. [3] Zivilprozessordnung (ZPO) — Gesetze im Internet