Tenant Checklist: Key Handover in Germany
As a tenant in Germany, the key handover is an important moment: it ends the transition before moving in and documents condition and meter readings. Conducting a clear check before signing protects you from later disputes over damage, deposit claims or repair obligations. This guide explains which points to check during the handover, which documents and forms you should have ready and how to properly document defects. You will also find practical advice on deadlines, communication with the landlord and responsible authorities. The language remains intentionally simple so that tenants without legal background can understand their rights and act confidently. A short checklist and templates help with documentation.
What to check during the key handover
Use the handover protocol to clearly document condition, meter readings and handover formalities. Pay attention to formal points and collect evidence in case repairs or deposit issues arise later.
- Read and document meter readings (document, photo): Note electricity, gas and water readings as well as date and time and add photos.
- Record defects and repair needs (repair, evidence): Describe damages as precisely as possible and secure evidence photos.
- Record key handover in writing (keys, entry): Note the number and type of keys handed over and special storage arrangements.
- Clarify deposit and utility cost arrangements (deposit, rent): Record in writing how the deposit will be handled and settled.
- Check deadlines and appointments (deadline, calendar): Note agreed deadlines for defect correction, return and termination.
- Check jurisdiction in case of disputes (court): Determine in advance the competent local court for tenancy disputes.
A complete protocol with date, signatures of both parties and clear defect descriptions reduces the risk of later disputes. If the landlord or management gives verbal assurances, ask for written confirmation.
Important forms
Termination letter: There is no standardized official form, but a clear sample text helps. Example: "I hereby terminate the tenancy agreement as of [date]." Use a signed letter and send it verifiably. Legal basics on notice periods and formal requirements can be found in the BGB.[1]
Landlord confirmation for registration (Wohnungsgeberbestätigung under the Federal Registration Act): For registration at the residents' registration office, tenants need the landlord's confirmation; have this document ready and have the landlord fill it out.[3]
In eviction or payment disputes, court proceedings may be necessary; the Code of Civil Procedure regulates related deadlines and formal requirements.[2]
Frequently Asked Questions
- What should be in the handover protocol?
- Date, time, meter readings, detailed defect description, number of keys handed over and signatures of both parties.
- Can the landlord claim defects later?
- Yes, if the landlord can prove damages were not documented at handover. Good documentation with photos and witnesses reduces this risk.
- Where can I turn if there is a dispute?
- Formal tenancy disputes are usually handled by the local district court; higher instances include the regional court and the Federal Court of Justice.
How-To
- Prepare (document): Have a pen, meter reading list and the protocol ready.
- Take photos (photo): Photograph every defect from multiple angles with the date visible.
- Describe defects (repair): Note precisely location, extent and possible cause.
- Record meter readings (document): Enter all meter readings including date in the protocol.
- Obtain signatures (notice): Have the landlord and you sign the protocol and keep a copy each.
- Store copies (proof): Save digital copies of the protocol and photos in a secure location.
Help and Support / Resources
- Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
- Federal Ministry of Justice (BMJ)
- Federal Court of Justice (BGH)
