Key Handover for Tenants in Germany 2025

A well documented key handover protects tenants and landlords and prevents disputes when moving in or out. In Germany tenants should know which steps need to be completed: prepare a handover protocol, record meter readings, document damages and observe deadlines. This practical chapter explains in clear language which phrasings are useful, which official forms or templates may be relevant and how you can assert your rights under the BGB. We show examples of move-in and move-out protocols, name the competent courts in conflicts and provide clear action steps for communication with the landlord. This way you act safely, on time and with legal security in Germany. Practical sample texts and deadline notes help with a smooth process and protect your deposit.

What belongs to a correct key handover?

Key handover is not only about handing over keys: documentation, evidence and deadlines are decisive. Record everything in writing and document the condition of the apartment so later disputes are less likely to arise.

• Create a handover protocol (document): record date, time, involved persons and all key numbers.
• Record meter readings (record): read electricity, gas and water precisely and note them on the protocol.
• Document condition with photos (photo): save photos of defects and the general condition.
• Confirm handover in writing (form): obtain signatures from tenant and landlord on the protocol.
• Observe deadlines (deadline): keep an eye on return times, notice periods and handover appointments.
• Clarify deposit and accounting (deposit): document arrangements on repayment or retention due to damages.
• Check access and handover conditions (entry): agree who will be present at the appointment and whether neighbors are affected.
• Report defects and set deadlines (repair): notify minor repairs or major defects in writing immediately.

Rights, deadlines and official forms

The rights of tenants are mainly derived from the BGB. Important provisions on the tenancy agreement, maintenance and termination can be found in §§ 535–580a BGB.^[1] In court disputes the ZPO applies; eviction suits are often handled by the local court (Amtsgericht).^[2] Official information and guidance on sample texts can be found at the Federal Ministry of Justice.^[3]

FAQ

Who signs the handover protocol?

Both parties, tenant and landlord (or an authorised representative), should sign the protocol and each receive a copy.

What happens to the meter readings?

Record all meter readings on the protocol; they serve as the basis for billing utility costs.

Can I keep the keys until the deposit is settled?

Withholding keys can be legally problematic; clarify deposit issues in writing and, if necessary, via the local court.

How-To

1. Arrange an appointment with the landlord and confirm the time in writing.
2. On site fill out the protocol: document date, meter readings, defects and number of keys.
3. Have both parties sign the protocol and hand over copies.
4. Take photos of the apartment and store them securely (note date and time).
5. Put deposit agreements in writing and clarify deadlines for repayment.

Help and Support / Resources

• BGB §§ 535–580a – Gesetze im Internet (document)
• ZPO – Zivilprozessordnung – Gesetze im Internet (form)
• Federal Court of Justice – decisions and guidance (court)

1. [1] §§ 535–580a BGB – Gesetze im Internet
2. [2] ZPO – Zivilprozessordnung – Gesetze im Internet
3. [3] Federal Ministry of Justice and for Consumer Protection (BMJV)