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Moving – Handover Protocol: Template, Contents & Tips

A handover protocol documents the apartment’s condition and meter readings and helps prevent disputes later on.

Handover Protocol: Security During the Apartment Handover

When moving out, the apartment handover is a particularly important moment. This is when the condition of the apartment is officially recorded, including any damages, defects or irregularities. A handover protocol provides clarity and helps protect you from disputes later on, for example when it comes to the return of your rental deposit.

You can find more helpful moving-related topics in our moving service overview.

Why a Handover Protocol Is Essential

A handover protocol benefits both tenants and landlords. It objectively documents the condition of the apartment, including meter readings and the handover of keys. This is especially important if questions arise later regarding repairs or deductions from the security deposit.

What Should Be Included in a Handover Protocol

To be effective, the protocol should be as complete as possible. Common elements include:

Date and place of the handover
Names of tenant and landlord
Address and apartment details
Condition of rooms (walls, floors, doors, windows)
Existing damages or defects (with clear descriptions)
Meter readings (electricity, water, gas, heating if applicable)
Number and type of keys handed over
Signatures of both parties

The more detailed the information, the better.

Tips for the Apartment Handover

Take enough time for the handover and proceed systematically. It helps to inspect each room step by step. Pay special attention to:

Visible damages (e.g. scratches, drill holes, stains)
Moisture, mold or unusual odors
Functionality of windows and doors
Condition of kitchen and bathroom (tiles, fittings, drains)

Any defects should be noted directly in the protocol.

Photos, Witnesses and Documentation

Photos are an excellent addition to the handover protocol, especially in case of disputed issues. Take pictures from multiple angles and clearly assign them to the respective rooms. If possible, bring a neutral witness to the handover.

Handover Protocol and Security Deposit

The handover protocol often plays a central role when it comes to the return of the security deposit. Landlords may only withhold money if there are justified claims, such as proven damages. A properly completed protocol helps you defend against unjustified deductions.

A Smooth Apartment Handover with WG-Gesucht

With a complete handover protocol, you are on the safe side during the apartment handover. On WG-Gesucht, you will find helpful guides and tips related to moving, changing apartments and all important steps when moving out.

Use our resources to prepare well for the handover and start your new chapter with peace of mind.

Frequently Asked Questions About the Handover Protocol

Why is a handover protocol so important?

It documents the condition of the apartment, meter readings and any defects at the time of handover. This helps avoid disputes later on.

What should be included in a handover protocol?

Typical contents include the date, involved parties, address, condition of rooms, existing damages or defects, meter readings, keys handed over and signatures.

When is the handover protocol created?

It is created directly during the apartment handover, ideally on site once the apartment has been fully vacated and cleaned.

What if the landlord does not want to create a handover protocol?

Politely insist on one. If necessary, document the condition yourself with photos, notes and witnesses, and have key points confirmed in writing.

Are photos useful in a handover protocol?

Yes, photos are highly recommended, especially when documenting defects. Make sure they are clearly assigned and stored safely.

Note:
Our content is carefully researched and regularly updated. It provides general guidance on creditworthiness and apartment hunting and does not replace individual legal or financial advice.

The content on this page is protected by copyright.

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