Handover Protocol for Tenants in Germany 2025

Guide for tenants in Germany: A well-documented handover protocol protects against disputes over damages, repairs and the security deposit. This text explains practically how you as a tenant should prepare a legally sound protocol at move-in and move-out, which details matter and how photos, dates and signatures create evidentiary value. You will receive a checklist, wording tips, a sample letter and links to relevant official authorities in Germany so you can correctly assess deadlines and legal bases. The guide is aimed at tenants without legal expertise and gives clear steps for the typical process and possible disputes.

What is a handover protocol?

A handover protocol is a written record of the condition of the apartment at move-in or move-out. It lists defects, meter readings, key handover and other agreements. A correctly completed protocol helps to counter later claims about alleged damages and to clarify the deposit settlement. The statutory obligations, in particular the provisions in the BGB^[1] and possible procedural issues under the ZPO^[2], serve as a basis.

When should tenants create a handover protocol?

• At move-in / move-in: document condition and record meter readings.
• At move-out / move-out: note damages and cleaning, record key handover.
• For major defects: add photos as evidence and detailed descriptions.
• In case of dispute: prepare a written claim or formal letter.

What to watch for: mandatory entries in the protocol

A good protocol contains at least: date, address, names of landlord and tenant, meter readings, number of keys, precise defect descriptions and signatures of both parties. Also note if certain repairs were agreed or deadlines set. The landlord confirmation can be relevant for registration with the residents' registration office (Einwohnermeldeamt)^[3].

Example contents (short)

• Photos and short description of each defect with date.
• Document meter readings (electricity, water, gas).
• Note the number and condition of handed-over keys.

How to create a handover protocol? (Short)

Keep a structured document on paper and digitally (photos). Start with address and party data, add a room-by-room list and note deviations such as scratches, stains, mold or defective appliances. Have changes or agreements confirmed in writing and sign the protocol together. If the landlord does not appear, prepare the protocol alone, date it, take photos and send a copy by registered mail.

Instructions

1. Preparation: have a template, writing materials, and a camera ready.
2. Documentation: photograph and describe each room systematically.
3. Control: record meter readings and keys, obtain signatures.
4. Follow-up: send copies and back up files.

FAQ

Do I need a specific form for the handover protocol?

No, there is no uniform mandatory form; what matters are complete entries, photos and signatures of both parties.

What if the landlord does not sign the protocol?

Send a copy by registered mail and keep photos and your notes as evidence; seek legal advice if necessary.

How long should I keep the protocol?

Keep it as long as claims arising from the tenancy are possible, at least until the final deposit settlement or longer if limitation periods suggest so.

How-To (short)

1. Preparation: template, writing tools, camera.
2. Documentation: photograph and describe rooms.
3. Check: meter readings and keys, collect signatures.
4. Follow-up: send copies and secure files.

Key notes

• Respond promptly to claims and respect deadlines.
• Documentation protects against unjustified claims and costs.
• Store all documents digitally and on paper.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) §§ 535–580a
• Zivilprozessordnung (ZPO)
• Landlord confirmation (Wohnungsgeberbestätigung) sample (BMI)

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1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a
2. [2] Zivilprozessordnung (ZPO)
3. [3] Wohnungsgeberbestätigung (BMI) Muster
4. [4] Federal Court of Justice (BGH) – court overview and decisions