Key Handover Checklist for Tenants in Germany

As a tenant in Germany, correctly returning the apartment keys is an important step when moving away. This checklist explains in plain language which deadlines apply, which proofs and documents you should collect, and how to create a handover protocol so that deposit disputes are easier to avoid later. We cover practical steps such as arranging appointments with the landlord, photographic documentation of the apartment condition, returning meter readings and securely archiving emails and receipts. At the end you will find information about competent courts and official templates for termination and handover. The language is easy to understand and is aimed specifically at tenants without legal expertise. Read the guidance carefully and make copies of all documents.

Preparation before key handover

Before you return the keys, check your rental agreement for agreed deadlines and obligations. Tenancy law in the German Civil Code regulates landlord and tenant duties and rights.^[1] Note relevant dates and prepare a simple document folder (emails, payment receipts, handover protocol).

• Agree an appointment with the landlord in writing (deadline)
• Document condition: take photos and make notes (document)
• Sort keys and check labeling (keys)
• Have forms and templates ready, e.g. handover protocol (form)

Step-by-step checklist

This short checklist helps to carry out the handover in a structured way. Tick off each item and give the landlord a copy of the protocol.

• Observe deadlines: ensure return at the agreed time
• Take photos of defects and of the clean condition (document)
• Fill out the handover protocol and have both parties sign it (form)
• Hand over all keys and have receipt confirmed in writing (keys)

What to do in case of dispute?

If disagreements arise after the handover, the local court (Amtsgericht) is responsible; tenancy disputes are usually handled there as civil matters.^[2] Collect all receipts, protocols and photos: this helps to substantiate your claims.

Creating the handover protocol

A good handover protocol includes date, time, names of both parties, meter readings, a list of handed-over keys and noted damages or defects. Give the landlord a copy and keep a signed copy for your records.

FAQ

Who pays for repair-related damages at move-out?

In principle: damages that exceed normal wear and tear can be charged to the tenant by the landlord. The rules are in the German Civil Code (BGB).^[1]

What if the landlord refuses to accept the keys?

Document the attempt to return (email, witnesses, photo of the handover). If the dispute continues, court clarification may be useful; the local court (Amtsgericht) is the first contact point.^[2]

Is there an official sample letter for termination or handover?

There are templates and guidance from ministries such as the Federal Ministry of Justice. Such templates help with a properly formatted termination and handover.^[3]

How-To

1. Print or create a handover protocol (form)
2. Arrange a firm handover appointment with the landlord (deadline)
3. Document the condition with photos and note meter readings (document)
4. Hand over all keys in person and have receipt confirmed in writing (keys)
5. If necessary: seek legal advice or contact the local court for clarification (call)

Help and Support / Resources

• BGB – Gesetze im Internet
• Federal Court of Justice – information
• Federal Ministry of Justice (BMJ)

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1. [1] German Civil Code (BGB) §§ 535–580a
2. [2] Jurisdiction: Local Court (Amtsgericht) information
3. [3] Sample termination / forms (BMJ)