Apartment Handover — Protocol, Repairs and Meter Readings

What is an apartment handover?

Apartment handover takes place during move-in and move-out. The condition of the apartment is documented. A proper protocol protects both parties from later disputes.

The Handover Protocol

What must be included?

• Date and time of handover
• Persons present (tenant, landlord, possibly witnesses)
• Condition of each room — walls, floors, windows, doors
• Existing defects — scratches, stains, damage
• Meter readings — electricity, gas, water, heating
• Number of keys — apartment key, mailbox, basement
• Photos as evidence (with date!)

Tip: Conduct the handover in daylight — defects are difficult to spot in artificial light.

Sample template

A handover protocol typically contains a table:

Cosmetic Repairs

What are they?

Cosmetic repairs include painting and wallpapering walls and ceilings, painting doors and radiators.

Must tenants renovate?

• Many clauses in rental contracts are invalid (e.g., fixed periods like "paint every 3 years")
• The Federal Court of Justice has ruled: tenants must only renovate if they took over the apartment in renovated condition
• Taken over unrenovated → no renovation obligation at move-out
• If in doubt: ask your tenant association (membership approx. 60–90 €/year)

What is normal wear and tear?

No grounds for deductions from deposit:
- Slightly yellowed walls
- Small anchor holes (up to 5 mm)
- Worn-out carpet
- Light wear marks on door handles

Reading Meter Levels

On the day of handover, read all meters and note them in the protocol:

• Electricity meter — for deregistration with electricity provider
• Gas meter — if available
• Water meter (hot/cold) — for utility cost settlement
• Heating — heat cost allocators on radiators

Avoid Common Mistakes

• No protocol — without a protocol, the landlord has a free hand with the deposit
• Defects not documented — photos with date are decisive
• Complaints too late — report defects immediately at handover
• Keys given without receipt — always demand confirmation
• Apartment not cleaned — the apartment must be handed over broom-clean (not renovated, but clean)

Status: March 2026. All information without warranty.