Handover Protocol (Word Template)

Hand over room by room: per-room table, meter readings, defect list, key handover and lifespan table against unjustified deductions.

Checked on 19.08.2026 by Jens Herbst, BoVitaWe keep every document current and check it regularly against the sources.

Who is this document for?

For tenants and landlords at move-in and move-out; the protocol protects both sides, especially against unjustified deposit deductions.

What is inside

  • Room-by-room table with condition per element
  • Meter reading fields (electricity, water, heating)
  • Defect list with photo reference space
  • Key handover block and signatures
  • Lifespan table: what counts as normal wear and what does not

How to fill it in

  1. 1Fill the protocol DURING the walkthrough, not after; photograph every noted defect.
  2. 2Record meter readings first, they cannot be reconstructed later.
  3. 3Both parties sign and each keeps a copy (photo or scan is fine).

Frequently asked questions

For move-in and move-out of flats and rooms, from both tenant and landlord perspective; it also works for sublets and shared-flat room changes.

Signed, it documents the condition with evidentiary weight for both sides; that is exactly why every defect belongs in it before signing.

Record the item anyway and note the disagreement ('disputed'); a noted dispute is worth more later than an empty field.

It shows how long carpet, paint or appliances last on paper; normal wear according to lifespan must not be deducted from your deposit.

Both parties may need a protocol spontaneously on handover day; that is why the template is direct, with a PDF form variant next to it.

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