Organising Key Return for Tenants in Germany

As a tenant in Germany, you often face the task of organising the key return when moving out. This practical guide explains step by step how to schedule appointments, meet deadlines, prepare a legally secure handover protocol and document defects. I show which official forms and legal bases you should know, which authorities are responsible, and how to collect evidence to avoid later disputes. The advice is practical and easy to understand so you can organise the key handover calmly, on time and with secure evidence. Examples and template phrases help you communicate with the property management or landlord.

Preparation

Plan the key handover in good time: arrange an appointment, confirm attendance of the landlord or property manager and note contractual deadlines. Check relevant provisions in the BGB regarding the return of the rented property and maintenance obligations^[1].

• Arrange an appointment and obtain confirmations.
• Have contact details of landlord or property management ready.
• Collect all keys, mailbox keys and spare keys.
• Take photos and document all defects and the condition of the apartment.
• Compile deposit and payment receipts.

Handover protocol

A handover protocol is central: record date, time, attendees, meter readings, visible defects and key handover in writing. Both parties should sign the protocol and keep a copy. The protocol serves as evidence in claims for repayment.

• Name the date, time and attendees clearly.
• Document meter readings for electricity, gas and water.
• Describe visible defects and damages and take photographs.
• Add signatures of both parties and a note on handover of keys.

What to do in case of disputes or missing keys

If there is a dispute about damages or key return, local courts (Amtsgericht) are usually competent; legal action follows the Code of Civil Procedure (ZPO)^[2]. Fundamental legal questions can be guided by Federal Court (BGH) decisions^[3]. Before filing a lawsuit, respect deadlines and consider issuing a final notice with a deadline.

Frequently Asked Questions

Who decides on damages and costs?

Usually landlord and tenant agree; if not, the local court decides in tenancy disputes.

Do I have to hand over the keys personally?

No, the handover can be done by a representative or via a signed protocol if receipt and identity can be proven.

What must the handover protocol include?

Date, attendees, meter readings, detailed defect descriptions, number of keys and signatures of both parties are essential.

How-To

1. Arrange an appointment: contact the landlord and propose at least two possible dates.
2. Prepare: clean rooms, note visible defects and take photos.
3. Create the protocol: have a template ready and record meter readings.
4. Handover: hand over keys, have the protocol signed and exchange copies.
5. Follow-up: secure photos and send the protocol to the responsible party, document deposit matters.

Key Takeaways

• Documentation protects you from later claims.
• Confirm deadlines and appointments in writing.
• A complete handover protocol reduces conflicts.

Help and Support / Resources

• § 535–580a BGB: Tenancy law on Gesetze im Internet
• Code of Civil Procedure (ZPO) on Gesetze im Internet
• Federal Court (BGH): Decisions

1. [1] Bürgerliches Gesetzbuch § 535–580a – Gesetze im Internet
2. [2] Zivilprozessordnung (ZPO) – Gesetze im Internet
3. [3] Bundesgerichtshof – Decisions and guidance