The handover protocol in a lease

Author: RealtyTM Team Verified Updated: 11 AugustAugust8 2026 · 4 min read

The handover protocol is a document that many landlords treat as a formality, whereas in reality it is one of the most important safeguards of a lease. It is what settles later disputes over the condition of the flat, damage and settlement of the deposit.

In this guide we show what a good protocol should contain, how to record meters and fittings, and why it is worth drawing one up both when the tenant moves in and when they move out. We also advise how to use photos.

Key takeaways

The handover protocol describes the condition of the premises and fittings at the moment of handover, so both parties know what the tenant is responsible for.
The key elements are the utility meter readings, a description of defects and an inventory of fittings with a statement of their technical condition.
It is worth attaching photographic documentation, which is strong evidence when settling the deposit.
A second protocol drawn up at move-out allows the condition of the flat to be compared and any damage to be settled fairly.

What the handover protocol is for

The handover protocol documents the condition of the premises and its fittings at the moment the keys are handed over to the tenant. It sets a point of reference to which you return at move-out in order to assess whether damage has arisen in the flat and who is responsible for it. Without this document, resolving disputes rests on one word against another.

For the landlord the protocol is the basis for justified deductions from the deposit, and for the tenant it is protection against being charged for defects that already existed earlier. It is a document that serves both parties.

What a good protocol should contain

The protocol should state the date and place of drawing it up, the parties' details and the address of the premises. Then each room is described, along with the condition of the walls, floors, windows, doors and installations. Every noticed defect is worth recording as precisely as possible, rather than settling for a general statement that the flat is in good condition.

A separate part is the inventory of fittings: furniture, household appliances and electronics, together with a statement of their condition and possibly the number of items. The document closes with space for the signatures of both parties, confirming that the description matches the actual state.

Recording meters and utilities

An essential element of the protocol is the meter readings at the moment the premises are handed over: electricity, water, gas and sometimes heating. Recording these values allows the utility consumption attributable to the lease period to be settled unambiguously and avoids disputes over bills.

It is also worth recording the number of keys, intercom cards or gate remotes handed over. If the flat has an assigned parking space or storage unit, we describe them too. The fuller the inventory, the fewer ambiguities at the end of the contract.

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Photographic documentation as evidence

Photos are the simplest and very persuasive evidence of the flat's condition. Take photographs of every room, and especially of places with visible traces of use or defects. It is worth labelling the photos with a date and attaching them to the protocol, for example in electronic form.

In the event of a deposit dispute, comparing the move-in and move-out photos settles most doubts. This is far more effective than relying solely on a verbal description, which is interpreted in different ways.

The protocol at move-out

A second protocol is drawn up at the end of the lease and the return of the premises. It compares the current condition of the flat with the initial state, records the final meter readings and notes any damage. It is what forms the basis for settling the deposit.

When settling damage, separate normal wear and tear from real damage. Minor traces of years of use do not burden the tenant. A fairly drawn-up final protocol lets you close the lease without conflict and quickly return the deposit.

Summary: why it is worth caring about the protocol

The handover protocol is the foundation of a safe lease and a fair settlement of the deposit. Draw it up both at move-in and at move-out, precisely describing the condition of the premises, the fittings and the meter readings, and attach photos. Such a document protects both parties, limits disputes and makes the end of the contract run smoothly and without misunderstandings.

Frequently asked questions

Is a handover protocol mandatory?

The regulations do not require one explicitly for every lease, but in practice it is essential for settling the deposit and avoiding disputes. In an occasional lease it is worth attaching it to the contract as a standard element of the documentation.

What to do when the tenant disagrees with the description of the condition?

Discrepancies should be discussed and entered into the protocol before signing. You can add the tenant's remarks or supplement the description with additional defects. Both parties' signatures should confirm the state that is agreed, backed by photos.

Do the meter readings need to be recorded?

Yes, this is one of the most important elements. Recording the electricity, water and gas readings allows the utility consumption for the lease period to be settled unambiguously and avoids disputes over bills after the contract ends.

How to document the condition of the flat with photos?

Take photos of every room and close-ups of places with defects. It is worth keeping the date of capture and attaching the photographs to the protocol. Comparing the move-in and move-out photos settles most disputes over the condition of the premises.