Übergabeprotokoll template for landlords
A complete Übergabeprotokoll (handover record) to copy and fill in, with sections for the Kaution (deposit), agreed deductions and hidden damage.
In the Übergabeprotokoll, fill in every room, enter the Kaution and only the deductions you both agree on, and include the reservation for hidden damage. Photos of every room from the same day show what each entry meant.
How to fill in the template
Later, an empty line means the item was fine. So fill in every line for every room.
- 1
Go through every room
Note the condition or the finding for the walls and ceiling, floor, windows, doors and fixtures.
- 2
Be specific
Say what, where and how big: “crack, approx. 8 cm, tile above the washbasin”.
- 3
Meters and keys
Enter each meter number with its reading, and each type of key with its count.
- 4
The Kaution
Enter the amount and the type of Kaution. At move-out, add the tenant's new address for the settlement.
- 5
Only agreed deductions and work
Enter only what both sides agree on, with the reason and amount of a deduction or the deadline for the work.
- 6
The reservation, then sign
Include the sentence for damage that could not be seen at the walk-through. Then both sides sign.
Template: Übergabeprotokoll for landlords
Copy the text, print it and fill it in with the tenant at the appointment. The German version is on our German page.
HANDOVER RECORD (ÜBERGABEPROTOKOLL) [ ] Move-in [ ] Move-out Flat (address, position, e.g. 2nd floor left): ________ Lease dated: ________ Date and time of handover: ________ Landlord (name, address): ________ Represented by: ________ Tenant (name, address): ________ Tenant's new address (at move-out): ________ Others present, witnesses: ________ ROOMS For each line enter “fine” or the specific finding (what, where, how big). Hallway Walls and ceiling: ________ Floor: ________ Windows: ________ Doors: ________ Fixtures and fittings: ________ Living room Walls and ceiling: ________ Floor: ________ Windows: ________ Doors: ________ Fixtures and fittings (radiators, sockets, shutters): ________ Bedroom Walls and ceiling: ________ Floor: ________ Windows: ________ Doors: ________ Fixtures and fittings: ________ Kitchen Walls and ceiling: ________ Floor: ________ Windows: ________ Doors: ________ Fittings and appliances (cooker, sink, fridge, cupboards, worktop): ________ Bathroom Walls, ceiling and tiles: ________ Floor: ________ Windows: ________ Doors: ________ Fittings (toilet, washbasin, shower or bath, taps, ventilation): ________ Other room (name): ________ Walls and ceiling: ________ Floor: ________ Windows: ________ Doors: ________ Fixtures and fittings: ________ Balcony, cellar, attic, parking space: ________ METER READINGS Electricity: meter no. ________ reading ________ Gas: meter no. ________ reading ________ Cold water: meter no. ________ reading ________ Hot water: meter no. ________ reading ________ Heating (meter or heat cost allocator per room): ________ KEYS Front door of the building: ____ Flat door: ____ Letterbox: ____ Cellar: ____ Other (type): ________ ____ KAUTION Amount: ________ € Type: [ ] cash deposit [ ] deposit account [ ] guarantee [ ] other: ________ DEDUCTIONS AGREED BY BOTH SIDES (only if both agree) Reason: ________ Amount: ________ € Reason: ________ Amount: ________ € AGREED WORK (only if agreed) Work, room, to be done by (date): ________ Work, room, to be done by (date): ________ RESERVATION Damage that could not be seen at the walk-through remains reserved. PHOTOS Photos of every room from the same day belong to this handover record: [ ] yes [ ] no Where available (link or storage): ________ Remarks (e.g. signature refused): ________ Place, date: ________ ________________________ ________________________ Signature landlord Signature tenant
This is a general template, not legal advice. Adapt it to your flat and cross out what does not apply.
Why this matters
You can only justify a deduction from the Kaution if it is clear that the damage happened during the tenancy. For that, you need a complete move-in record and photos that show what the record means.
General information, not legal advice.
Frequently asked questions
Can I write Kaution deductions straight into the record?
You can write a deduction into the record only if the tenant agrees and signs, with the reason and the amount. Without the tenant's agreement, you settle the Kaution later and back up every deduction.
What does the reservation for hidden damage do?
The reservation states that the record only shows what could be seen at the walk-through. Check the flat promptly anyway, because the six months under § 548 BGB start when the flat is returned.
What if the tenant refuses to sign?
Fill in the record anyway and note that the tenant refused to sign. A witness and photos of every room from the same day then make up for part of what the signature would have proven.
Also in this topic: Power of attorney for a flat handover: template for landlords in GermanyPre-inspection before move-out: a guide for landlords in GermanyOrganising a Wohnungsbesichtigung: landlord rulesWear or damage? What landlords may charge
Is a handover coming up?
Print the template and record every room on the same day. BildProof guides you through the flat and creates a structured condition report.
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