Key Return for Tenants in Germany

In a flatshare, returning keys is often logistically difficult, especially when the number of people, subtenancies or handover appointments vary. As a tenant in Germany you should check deadlines early, inform the landlord in writing and arrange a documented handover. Clarify who returns which keys, create a joint handover protocol with photos and note meter readings. In disputes it helps to know statutory bases such as tenancy law (Sections 535–580a of the BGB)^[1] and to present receipts. This article explains practically which forms to use, how to coordinate appointments and what steps to take if acceptance is refused or keys are lost.

Steps for key handover

Before the handover tenants should clarify responsibility, dates and the number of keys. Agree details within the flatshare and appoint one contact person for the landlord.

• Check deadlines (deadline): Verify contract end dates, termination periods and return times in the tenancy agreement.
• Inform the landlord in writing (notice): Send a message by email or letter and document receipt.
• Create a handover protocol (evidence): Record date, time, key numbers, meter readings and photos.
• Hand over keys physically (entry): Return all keys, including building and mailbox keys, in full.
• Arrange representation (moving): Provide a power of attorney if absent and note the representative's name.
• Include witnesses (court): If possible have an impartial person present during the handover.

If a key is missing or the landlord refuses to accept keys, document the incident and clarify possible costs for changing locks or reordering keys. Security deposits may only be retained for actually incurred costs; keep receipts.

Forms and templates

There is no nationwide official handover protocol, but these documents are useful. Important templates/cases:

• Notice of termination (sample termination letter) – When: if a subtenant or main tenant terminates. Example: A tenant terminates in writing at month-end, states the return period and requests confirmation.
• Handover protocol (template) – When: at the actual key handover. Example: A protocol with date, names, number of keys, photos and signatures of all parties.
• Power of attorney (if another person hands over) – When: if someone else hands over the keys. Example: A short written power of attorney with name, period and signature.

What to do in case of dispute or refusal to accept?

If the landlord refuses to accept the handover or raises unclear claims, document date, time, persons involved and the content of conversations. Refer legal questions to the competent local courts and the applicable statutory rules.^[3]

• Collect evidence (evidence): Protocols, photos, emails and named witnesses.
• Follow up in writing (court): Request the landlord in writing to accept or comment.
• Observe deadlines (deadline): Respond within statutory or contractual time limits to avoid losing rights.

FAQ

Who is responsible for returning all apartment keys?

In principle, the tenant is responsible for returning all keys in their possession; a handover protocol helps clarify uncertainties.

What if the landlord does not accept the keys?

Document the refusal, offer a written handover and, if necessary, involve witnesses; persistent refusal may lead to legal action.

Do I need a handover protocol?

Yes, a signed handover protocol with photos and meter readings protects tenants from later claims.

How-To

1. First check your tenancy agreement and agreed deadlines (deadline).
2. Inform the landlord in writing of the return date and request a confirmation of receipt (notice).
3. Create a handover protocol on site with photos and signatures of all involved (evidence).
4. Hand over all keys personally or authorize a representative (entry).
5. Keep copies of the protocol, communications and receipts (evidence).

Help & Support

• Gesetze im Internet – BGB
• Federal Ministry of Justice – Information
• Federal Court of Justice – Decisions

1. [1] Gesetze im Internet – BGB §§535–580a
2. [2] Bundesministerium der Justiz – Informationen
3. [3] Bundesgerichtshof – Mietrechtliche Entscheidungen