The apartment handover protocol (Übergabeprotokoll)
The handover protocol is a boring piece of paper that can save you hundreds of euros. Filled in properly when you move in and move out, it's your evidence that pre-existing damage wasn't yours – and the key to getting your deposit back in full.
Fill in your protocol
Enter the rooms, meter readings and keys – the protocol builds on the right. Then print it filled in, or blank to take with you if you and the landlord fill it in by hand at the handover.
Why it matters for your deposit
When you move out, a landlord may only deduct from your deposit for damage beyond normal wear – and only if they can show it wasn't already there. A signed move-in protocol listing every existing scratch and stain flips the burden: no record at move-in, no claim at move-out. It's not legally required, but skipping it is a common and expensive mistake.
Do it at both ends: a protocol at move-in (recording defects) and a clean one at move-out (recording the state you leave it in and the meter readings) together give you the strongest protection.
What to record
- Condition of each room – walls, floors, windows, fittings.
- Existing defects and wear – scratches, stains, marks, anything damaged. Be thorough; unlisted equals "was fine".
- Meter readings for electricity, gas and water on the handover date.
- Number of keys handed over (flat, building, mailbox, cellar).
- Date and both signatures – yours and the landlord's.
Practical tips
Walk through the flat together with the landlord, don't rush, and note even small things. Take dated photos of every defect as extra evidence and keep them with your copy of the protocol. Make sure you both sign and that you keep a signed copy. There's a ready-made German template and checklist here you can print and fill in on the spot.
Get the keys first
A handover comes at the very end – first you need to win the flat. WohnungsBewerber reads any listing, writes your personal German application letter and pre-fills the contact form on all five portals, so you apply first. You review and send it yourself. Free, data stays local.
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Frequently asked questions
What is an Übergabeprotokoll?
It's a written handover record of the apartment's condition, made together with the landlord when you move in and again when you move out. It notes existing defects, meter readings and the keys handed over, and both parties sign it. It's the main evidence in any later deposit dispute.
Is a handover protocol legally required?
It's not legally mandatory, but it's strongly recommended. Without one, it's hard to prove that damage was already there when you moved in – which can cost you part of your deposit. A signed protocol protects both tenant and landlord.
What should I record in it?
The condition of each room, any existing defects or wear (scratches, stains, damage), the meter readings for electricity, gas and water, the number of keys handed over, and the date. Add photos as extra evidence and make sure both you and the landlord sign it.
How does it protect my deposit?
When you move out, the landlord can only deduct for damage beyond normal wear that wasn't already recorded at move-in. A move-in protocol showing pre-existing defects – plus a clean move-out protocol – makes it much harder to withhold your deposit unfairly.
What is the difference between a move-in and a move-out protocol?
The same form, with the opposite effect. At move-in you record what was already broken, which protects you from claims later. At move-out the condition you return the flat in is recorded, and that determines what can be deducted from your deposit. Be present at both appointments and keep both protocols.
What if the landlord refuses to write a protocol?
You cannot force one, because a protocol is not required by law. Then help yourself: photograph every room and every meter on the day of the handover, write everything down and email it to the landlord the same day. An unchallenged email is not the same as a signed protocol, but it is worth far more than nothing.
How long should I keep the handover protocol?
Keep the move-in protocol for the whole tenancy – without it you cannot prove at move-out what was already damaged. Keep the move-out protocol until your deposit has been repaid in full. That can take a while: the landlord may hold part of it back until the final utility statement is settled.