Tenant Inventory Checklist Germany 2025

When moving in or out, a precise inventory list is an important tool for tenants in Germany. It helps document the condition of the apartment, avoid misunderstandings with the landlord and clarify potential claims for damages or deposit refunds. This guide explains how tenants can practically agree an inventory list and checklist, which photos and receipts to collect and how to organise handover appointments. It also shows which official forms and deadlines are relevant and how to proceed with the local court in legal matters. The goal is to make the handover process secure, transparent and possible without a lawyer.

Inventory List & Checklist for Tenants

Use the short checklist below to document move-in and move-out:

• Photos (photo) of every room, furniture and damages, dated.
• Record the condition (record) in writing – stains, scratches, missing furniture and meter readings.
• Collect important receipts (record) such as the tenancy agreement, handover protocol and repair invoices.
• Arrange the handover appointment with the landlord (calendar) and confirm time and place in writing.
• Organise key handover and return (move-out) with a clear signature in the protocol.
• Report defects in writing (notice) within a reasonable period and keep evidence.

Forms and Legal Basis

Tenants should pay attention to the provisions of the Civil Code (BGB) that govern landlord and tenant duties^[1]. If disputes arise, the Civil Procedure Code (ZPO) regulates jurisdiction and proceedings at the local court^[2]. For billing issues such as heating costs, the Heating Costs Ordinance applies as a special regulation^[3]. Common documents include a termination letter template, written defect notification and a handover protocol; tenants should keep copies of all documents.

Practical Tips for Agreeing the Inventory List

Step by step: create a room-by-room list, take systematic photos and note meter readings. Agree the list on site with the landlord and have the handover protocol signed by both parties. Keep copies digitally and on paper; dates, times and witnesses are important in case of dispute.

FAQ

Who must prepare the inventory list?

Inventory lists are often proposed by the landlord, but should be reviewed together and signed by both parties.

What can I do if the landlord disputes entries?

Secure evidence: photos, witnesses, emails and the signed protocol; if necessary, the local court can decide who is liable.

How quickly must I report defects?

Defects should be reported in writing without delay; specific deadlines are set out in statutory provisions and your tenancy agreement.

How-To

1. Prepare checklist and handover protocol (form) with room names and standard categories.
2. Collect photos and receipts (photo) and number and date them systematically.
3. Confirm the handover appointment (calendar) in writing and record place and time.
4. Sign the protocol at the handover (record) and keep copies.

Help and Support

• Federal Ministry of Justice and Consumer Protection (contact page) for legal information and templates.
• Gesetze im Internet for BGB and regulations (official legal texts).
• Federal Court of Justice for leading decisions in tenancy law.

1. [1] Civil Code (BGB) – Gesetze im Internet
2. [2] Civil Procedure Code (ZPO) – Gesetze im Internet
3. [3] Heating Costs Ordinance (HeizKV) – Gesetze im Internet