Power of attorney for the flat handover: a template for landlords
How to send someone to take the flat back without them giving away your claims.
If someone else takes the flat back for you, write a power of attorney that allows this and clearly lists what they cannot do. Have them record every finding, and record the move-in yourself.
How to fill in the power of attorney
The more precisely you state the powers and the limits, the safer your Kaution (deposit) settlement is.
- 1
You and the person you send
Enter your name and address, and the person's name and ID number.
- 2
The flat and the date
Enter the address and position of the flat, the tenant's name and the handover date.
- 3
What the person can do
Tick only what the person should really do.
- 4
What the person cannot do
The person cannot confirm a return without findings, waive claims or release the Kaution.
- 5
Every finding gets written down
The person records what they see. You judge it later.
- 6
Sign and attach your ID
Add the date and your signature, and attach a copy of your ID.
Template: power of attorney for the flat handover (landlord)
Fill in the blanks, tick what applies and give the person the signed original. If your tenant reads only German, use the German version on our German page.
Power of attorney for taking back a rented flat Principal (landlord): Name: ________ Address: ________ Authorised person: Name: ________ Date of birth: ________ ID (type and number): ________ Address: ________ Flat: ________ (address, floor, position) Tenant: ________ Lease dated: ________ I authorise the person named above to represent me towards the tenant or the tenant's representative at the return of the flat on ________ (date). This power of attorney covers (tick what applies): ☐ taking back the flat and all keys (number: ________) ☐ carrying out the joint walk-through of the flat ☐ recording the condition room by room, including with photos ☐ signing the Übergabeprotokoll as a description of the condition ☐ reading the meters and recording them in the handover record ☐ receiving the tenant's new address and bank details This power of attorney expressly does not cover: confirming that the flat was returned without findings or in proper condition, judging findings to be normal wear, waiving claims or making a settlement, releasing the Kaution or making promises about its amount, accepting or making payments. Further limits: ________ The authorised person records every finding in the handover record, with room and spot. This power of attorney applies only to the return of this flat and ends on ________. Place, date: ________ ________ (principal's signature) Enclosure: Copy of my ID
This is a general template, not legal advice. Adapt it to your case. Send the tenant a copy in advance so they know the limits.
Why this matters
Whatever the person signs for you binds you (§ 164 BGB). A record without findings can cost you your claims. And without your own move-in record, you cannot show which damage happened during the tenancy.
General information, not legal advice.
Frequently asked questions
Can my Hausverwaltung (property management) do the handover for me?
Yes, your Hausverwaltung can do the handover if its power of attorney covers that. Set out there as well what it can declare about the Kaution and about claims.
Does the power of attorney need a notary?
No, the power of attorney does not need a notary. A written, signed power of attorney with a copy of your ID is enough.
What if the person signs a record without any findings?
If the person signs a record without findings, you can usually no longer claim for damage that was visible at the handover. That is why the person should write down every finding without judging it.
Also in this topic: Pre-inspection before move-out: a guide for landlords in GermanyOrganising a Wohnungsbesichtigung: landlord rulesWear or damage? What landlords may chargeProving damage with photos: what landlords need at handover
Can't be at the handover yourself?
Write a limited power of attorney and record the move-in yourself. BildProof guides you through the flat and creates a structured condition report you can compare with move-out.
Create your proof