Move-Out Checklist for Tenants in Germany
As a tenant in Germany, the move-out renovation can be stressful, especially if the lease contains renovation obligations or the landlord has made claims. This guide shows step by step how to document contractually required move-out renovations with clear photo evidence, meet deadlines and send formal defect notices correctly. We explain which photos and documents help, how to create handover protocols and which legal bases in § 535 BGB[1] and civil procedure law[2] are relevant. You will learn how timestamps and file names help secure evidence, how to safely store photos and which form of handover (e.g. written protocol) is legally sensible.
What belongs in the move-out checklist?
Document cleanly and completely: date, time, witnesses, condition of rooms and invoices. Concrete proof reduces disputes and makes claims verifiable.
- photo of the rooms from several angles (walls, ceilings, floors) with date and time.
- document all invoices and receipts for performed repairs or professional cleaning.
- move-out protocol with key handover, signatures and meter readings.
- deposit / security deposit accounting and notes on possible deductions, including cost estimates.
- Note deadlines: termination period, set grace period and possible objection deadlines.
Photo evidence: practical guide
Practically means: systematic, dated and backed up. First take overall shots, then detail photos (e.g. damages, meter readings, cleaning defects). Back up images multiple times (cloud plus local backup) and name files clearly (e.g. "2024-06-01_kitchen_ceiling.jpg").
- photo: overall shot of the room from each corner, in daylight and with flash if needed.
- photo: close-ups of damages with a scale (ruler or coin) for size reference.
- document: photograph meter readings and record them in a handover protocol.
Forms and formal letters
For many steps there are no nationwide forms, but official procedures: defect notice (in writing, with deadline), registered mail for important declarations and – if necessary – filing a lawsuit at the competent local court. Check deadlines and use documented deliveries.
- notice / defect report: written complaint with deadline, date and signature.
- Claim form (civil lawsuit) when a claim or eviction is contested: attach evidence when filing at the local court.
Handover protocol: content and tips
The handover protocol should include date, exact room names, meter readings, condition of fixtures, number of keys and signatures of both parties. If possible, have a witness present or note that the landlord made photos. Keep a copy.
- document: handover protocol signed by both parties with exact defect descriptions.
- contact: note names and contact details of witnesses or craftsmen.
FAQ
- What to do if the landlord demands deductions from the deposit?
- Request a detailed statement, ask for cost estimates and present your own photo evidence; if in doubt, clarification at the local court is possible.
- Am I required to perform cosmetic repairs?
- Whether and which cosmetic repairs are required depends on the lease; blanket clauses are often invalid, so check the contractual provision and, if necessary, seek legal review.
- How long must I keep photos and receipts?
- Keep photos, protocols and invoices at least until the final deposit accounting and for the duration of any legal proceedings.
How-To
- Immediately at move-out, make a list with date and time and take photo shots of all rooms.
- Back up all receipts and invoices as document and upload copies to the cloud.
- If defects are present, send a written defect notice by registered mail and set a grace period.
- Create a signed handover protocol and give the landlord a copy.
Help and Support / Resources
- [1] § 535 BGB – Duties of the landlord
- [2] German Code of Civil Procedure (ZPO)
- [3] Federal Court of Justice – Decisions
