Digitising the handover: what property managers gain
Why the gain is not the paper you save, but one routine and one file per unit.
Run every handover the same way and keep the photos in the file for each unit, not on private phones. That keeps the file easy to find, and it belongs to the owner.
What does a digital handover deliver?
Less paper is the smallest effect. What matters more is that every unit is recorded the same way and its file stays easy to find.
- 1
Same routine
Every unit is recorded the same way, whoever runs the appointment.
- 2
One file per unit
Photos and record sit together and stay easy to find for each unit.
- 3
No private phones
The photos belong in the unit's file, not on private phones.
- 4
Ready to hand over
The file belongs to the owner (§ 667 BGB) and must stay easy to find for each unit.
- 5
Rooms, not people
Document the flat, and identifiable people only on a separate legal basis.
- 6
Only as long as needed
Keep the photos only as long as the purpose requires.
Why this matters
Under § 667 BGB the file belongs to the owner, not the manager. That is why every unit's handover should be documented the same way and stay easy to find.
General information, not legal advice.
Frequently asked questions
Why are phone photos not enough?
Because they show the condition, but not the time. The date on an image file can be changed, and if the tenant disputes it, the burden of proof stays with the landlord side.
Are photos allowed at the handover at all?
Yes, as a rule, because documenting the flat is needed for the tenancy. Photograph rooms and condition, but not people.
How long may handover photos be kept?
Only as long as the purpose requires. Keep the photos in the file for each unit, so they stay easy to find and can be deleted deliberately.
Also in this topic: Preparing the move-out inspection: a manager's checklistRecording condition before building workKaution statements without disputes: a manager's guide
Next change of tenant coming up?
Run every handover with the same procedure and keep everything in the file for each unit. BildProof guides you through every room and creates a structured condition report for every unit.
See BildProof for property managers