Key Return Checklist for Tenants in Germany

When moving long-distance, organised key return is important for tenants in Germany to avoid later disputes. This guide explains step by step how to record the handover securely as evidence, consider deadlines and formalities, and create a handover receipt. You will learn which photos and documents are useful, how to document shipping by registered mail or handover by witnesses, and which forms and deadlines under the tenancy law of the BGB must be observed. Practical tips help you to correctly record damages, protect the deposit and present court-proof evidence if necessary. The goal is a clear, comprehensible handover that protects both tenants and landlords. Read on.

Preparation

Before you return the keys, collect all relevant documents and plan deadlines:

• Check deadlines: observe the notice period and arrange an appointment for the handover.
• Have the tenancy agreement and previous handover protocols ready.
• Take photos and videos of the rooms, documenting existing damages in particular.
• Check the deposit and any outstanding advance payments for operating costs.

Documentation: Protocol and Evidence

Create a handover protocol with date, time, names and a list of the condition. Note meter readings and attach photos with timestamps. A signed protocol is the most important evidence for both parties.

• Prepare a handover protocol: date, time, meter readings and signatures of both parties.
• Secure photos and videos separately and attach a short description.
• Use witnesses or receipt confirmations if a personal meeting is not possible.

Handover & Shipping

If you cannot hand over the keys in person, document the shipment: registered mail with return receipt or handover via an authorised witness are common options.

• Send keys by registered mail with return receipt or have the landlord confirm receipt in writing.
• Name an authorised person in writing and document their ID.
• Send a copy of the handover protocol to the landlord and request confirmation.

After the Return

After the keys have been handed over, obtain written confirmation of receipt, keep photos and watch deadlines for the return of the deposit. In case of disputes over damages, the handover protocol can be decisive.

• Monitor the deadline for deposit repayment and request any deductions in writing.
• Consider legal action if necessary; tenancy disputes are usually heard at the local court (Amtsgericht).

FAQ

What must a handover protocol include?

Date, time, names, meter readings, condition of the rooms with photos and signatures of both parties.

Can I send keys by post?

Yes, most securely by registered mail with return receipt or with a written confirmation of receipt from the landlord.

Who decides on deductions from the deposit?

Deductions must be factually justified; in case of dispute, the local court (Amtsgericht) may decide after reviewing the evidence.

How-To

1. Take photos and videos: document rooms, meter readings and known defects.
2. Write the handover protocol: enter date, time, meter readings and signatures.
3. Provide proof for shipping or personal handover: use registered mail or witnesses.
4. Keep receipts: keep deposit statements, photos and the protocol for at least two years.

Help and Support

• [1] Bürgerliches Gesetzbuch (BGB) §§535–580a
• [2] Bundesgerichtshof (BGH) – Decisions on tenancy law
• [3] Federal Ministry of Justice and Consumer Protection (BMJ)

1. [1] Bürgerliches Gesetzbuch (BGB) §§535–580a
2. [2] Zivilprozessordnung (ZPO)
3. [3] Bundesgerichtshof (BGH) – Decisions on tenancy law