Template: handover protocol
Record condition, meter readings and keys at move-in and move-out with evidential value.
The handover protocol records the condition of the flat at move-in or move-out, the meter readings and the keys handed over. It is not required by law but is the most important evidence in later disputes over damage and the deposit.
How the template is structured
Header data
- Landlord and tenant with name and address
- Property and unit
- Type of handover (move-in or move-out)
- Date and persons present
Meter readings
- Electricity, gas and water with meter number
- Heat meter or heat cost allocator
- Reading date
Keys
- Number per key type (building, flat, mailbox, cellar)
- Handover of remote controls or chips
Condition of the rooms
- Condition per room including floor, walls and windows
- Existing defects with description
- Photo documentation as an attachment
Closing
- Agreements on remedying defects
- Place, date and signature of both parties
Legal framework
- The handover protocol is not required by law but has significant evidential value.
- Defects not recorded are harder for the landlord to later attribute to the tenant.
- Claims for changes or deterioration lapse six months after return (§ 548 BGB).
- The protocol is the basis for the later deposit settlement.
Frequently asked questions
Is a handover protocol mandatory?+
No, there is no legal obligation. But without a protocol the condition at handover is hard to prove — so it is strongly recommended.
Why are the meter readings important?+
They clearly delimit the tenant's consumption and form the basis for the consumption-based billing of electricity, water and heating.
By when can the landlord claim for damage?+
Claims for deterioration of the rented property lapse under § 548 BGB six months after the flat is returned.
Should photos be attached?+
Yes. Photos document the condition objectively and complement the written entries — especially for existing defects.
We'll email you the template after a quick request.
This template is a non-binding guide and does not constitute legal or tax advice.