Key Return Checklist for Tenants in Germany

Why a checklist for key return?

A structured checklist reduces points of dispute during the handover: it clarifies condition, meter readings and the date of return. Legal basics for the tenancy are set out in the BGB (§§ 535–580a)^[1] and in disputes the local court (Amtsgericht) is often responsible^[2]. This page focuses on practical steps tenants in Germany can implement immediately.

Essential steps

• Photos (photo) of meter readings, damage and return receipts
• Fill out and have the handover protocol (record) signed
• Hand over keys (keys) personally or obtain a written receipt
• Observe deadlines (deadline): return by the contractually agreed date
• Have forms (form) and proofs ready, e.g. sample termination letter from BMJ^[3]
• Use registered mail or witnesses to document the handover if uncertain

Documenting evidence with photos

Photos are often the best evidence: photograph meter readings, existing damage from several angles, key numbers (if present) and the signature on the handover protocol. Name files clearly, e.g. "2025-06-30_kitchen_damage.jpg" and note date and time in the filename or an accompanying file. If possible, record a short video showing date and rooms. Keep original files for at least six months, longer if disputes arise.

What to do in case of dispute?

If claims arise after return, document all communication in writing and collect evidence. First try to resolve directly with the landlord; if that is not possible, a conciliation service or the local court may help. Rules of civil procedure (ZPO) apply to formal lawsuits. Before suing, review your evidence, photos and the handover protocol carefully.

FAQ

Do I have to hand over the keys in person?

No, personal handover is not mandatory but recommended. Alternatively, you can use receipts or a signed handover protocol.

Which photos are most important?

Priority is meter readings, damage, general condition of the rooms and the signature on the handover protocol.

How long should I keep records?

Keep records and photos for at least six months, longer in case of disputes until the matter is finally resolved.

How-To

1. Preparation: create a list of rooms, meters and items to photograph.
2. Photos: take clear photos with a date and, if possible, a reference object.
3. Protocol: complete the handover protocol, document damage and have the landlord sign.
4. Key handover: hand over keys personally or send a written receipt.
5. Follow-up: secure all files, send copies to the landlord and keep records for possible later clarifications.

Help and Support / Resources

• Gesetze im Internet – BGB
• Federal Ministry of Justice and Consumer Protection (BMJ)
• Federal Court of Justice (BGH)

1. [1] Gesetze im Internet – BGB §§ 535–580a
2. [2] Justiz – information on courts and jurisdiction
3. [3] Federal Ministry of Justice and Consumer Protection – samples and info