What this article covers

• Why a proper handover report protects both the tenant and the landlord,

• What must be included in the handover protocol and how to write it,

• Common disputes about keys, defects, or cleaning – and how to avoid them,

• A real-life example and legal advice.

Handover of an apartment – what it actually means

The “handover” is the moment when the tenant officially takes over or returns the apartment. It’s not just about giving or taking the keys. It’s a legal moment when responsibility is transferred.

A proper handover protocol should include:

• the exact condition of the apartment,

• a list of keys and access devices,

• a record of any visible defects or damages,

• a note on whether the apartment was cleaned,

• meter readings (electricity, gas, water),

• a list of provided furniture or appliances.

Both parties should sign this protocol – and each should keep a copy. Photos are strongly recommended.

Why it matters: risk of disputes without a protocol

No handover report = no evidence. That’s the harsh truth. Without a signed document, it’s your word against theirs.

Typical disputes include:

• damage claimed after move-out,

• landlord keeping the deposit without cause,

• tenant claiming a defect existed before move-in.

In court, a clear protocol can make or break your case.

🧩 Real-life example

One of my clients returned a rented apartment in good faith. A month later, the landlord claimed damage to the floor and deducted the entire deposit. There was no handover protocol. My client had no proof of the condition at move-out. We lost.

Since then, I never let any of my clients move without a proper protocol – ideally with photos and dated signatures.

⚠️ Lawyer’s advice

✅ Always prepare a written protocol, even if the other party says it’s not necessary. ✅ If you’re a landlord, describe defects clearly – and have the tenant confirm them. ✅ If you’re a tenant, never return the keys without a signed protocol. ✅ Add photos with time stamps to avoid arguments.