Documenting vacancy: recording the condition between two tenants
What to record while a unit stands empty, and for whom.
Record the unit as soon as it is empty and at every check. The record serves the owner, the insurer and the next move-in.
What to record during a vacancy
The condition the next tenant takes over, and everything the insurer cares about.
- 1
After refurbishment
Every room, as soon as the tradespeople are done and the rooms are empty.
- 2
Water and heating
Shut-off pipes and the heating setting, with the date.
- 3
Windows and doors
Locked and undamaged, including the flat's front door.
- 4
Damp patches
Every stain on wall, ceiling and floor, before it grows.
- 5
Every check
A short walk-through with the date, so the course over time is visible.
- 6
Before move-in
A final state, right before the keys are handed over.
Why this matters
In a dispute at move-out, the landlord side has to show that the unit was in better condition at move-in, even decades later and after a change of owner. The record from the vacancy is that move-in condition.
General information, not legal advice.
Frequently asked questions
Do I have to report vacancy to the insurer?
That depends on the policy. If vacancy is named there as an increased risk, or is one in the individual case, you must report it without delay (§ 23 VVG). If in doubt, ask the insurer.
How often should an empty unit be checked?
As often as the insurance policy requires, and more often in winter. Many policies say “often enough” without naming a number.
Does the vacancy record replace the Übergabeprotokoll at move-in?
No, but it is its basis. Walk through the unit with the new tenant at move-in, compare with the record and have the protocol signed.
Also in this topic: Handover by a caretaker or service providerÜbergabeprotokoll for property managers: the standardDigitising the handover: what managers actually gain
Is a unit standing empty right now?
Record it now, while nothing stands in front, and at every check. BildProof guides you through the unit room by room and creates a condition report for the owner and the move-in.
See BildProof for property managers