Übergabeprotokoll template for tenants
A complete Übergabeprotokoll (handover record) you can fill in, for move-in and for move-out.
Fill in the template room by room, note the meter readings and the keys, and only sign what is true. Photos of every room from the same day show what each entry meant.
How to fill in the template
Take your time in every room. Later, an empty line will be read as “this was fine”.
- 1
Fill in the header
Enter the names, the address, the date and whether it is move-in or move-out.
- 2
Go through every room
Fill in walls and ceiling, floor, windows, doors and fixtures. Give each one its condition or a finding.
- 3
Be specific
Write what it is, where it is and how big it is: “stain, approx. 5 cm, wall to the right of the door”.
- 4
Note the meter readings
Write down the meter number and the reading for electricity, gas, water and heating.
- 5
Count the keys
List every type of key with how many there are, including the letterbox and cellar keys.
- 6
Reservation and signatures
Add a reservation for hidden damage, then both sides sign. Each side keeps a copy.
Template: Übergabeprotokoll
The download is the German form, because many landlords expect German. The English text below helps you fill it in.
HANDOVER RECORD (ÜBERGABEPROTOKOLL) [ ] Move-in [ ] Move-out Flat (address, position, e.g. 2nd floor left): ________ Date and time of handover: ________ Landlord (name, address): ________ Represented by: ________ Tenant (name, address): ________ Tenant's new address (at move-out): ________ Others present: ________ ROOMS For each line enter “fine” or the specific finding (what, where, how big). Hallway Walls and ceiling: ________ Floor: ________ Windows: ________ Doors: ________ Fixtures and fittings (coat rack, lights, switches): ________ 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, mirror, 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): ________ ____ AGREED WORK (only if agreed) Work, room, to be done by (date): ________ Work, room, to be done by (date): ________ RESERVATION The tenant reserves their rights for the findings entered above. The tenant will report damage that could not be seen during the walk-through as soon as they notice it. PHOTOS Photos of every room from the same day belong to this record: [ ] yes [ ] no Where available (link or storage): ________ 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
An Übergabeprotokoll signed by both sides binds both sides. That is why every line counts. Photos from the same day help when someone later reads a line differently.
General information, not legal advice.
Frequently asked questions
Do I have to sign the landlord's Übergabeprotokoll?
No, you have no duty to sign the landlord's Übergabeprotokoll. Only sign what is true. First add any findings that are missing, or write down what you do not agree with.
Does the template work for move-in and move-out?
Yes, the template works for both. Tick at the top which handover it is. At move-out it helps to put the Einzugsprotokoll (move-in record) next to it and compare room by room.
What if I notice damage after moving in?
Tell the landlord in writing as soon as you notice the damage, with the date and a photo. The template includes a reservation for damage that could not be seen during the walk-through.
Also in this topic: Übergabeprotokoll vs. Wohnungszustand: what is the difference?Landlord skips the move-out handover: what to doPower of attorney for a flat handover in Germany: templatePre-inspection before moving out in Germany: what tenants should knowAll guides: Handover & viewings
Is your handover coming up?
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