Do I have to be present at the flat handover as a tenant?

Yes, being present in person at the flat handover is strongly recommended, as otherwise you have hardly any influence on the wording in the report. Do not let yourself be pressured into signing a report you have not checked yourself. If you cannot attend, you should authorise a trusted person with a written power of attorney to carry out the handover for you.

What happens if no report was drawn up?

Without a flat handover report , there is often no proof in a dispute of the condition the flat was in when you moved in or out. This can lead to arguments about damage that was not even caused by the current tenant. So draw up your own report with dated photos even if the landlord does not ask for one, and ask a witness to be present.

How detailed should defects be described in the report?

Describe each defect as specifically as possible, including the room, position and size of the damage, for example "scratch in the parquet, living room, approx. 15 cm, near the window". Add photos with a scale so that the size remains traceable later. The more precise the documentation, the lower the risk of later discussions about the cause or extent of the damage.

Can photos replace the handover report?

Photos alone are usually not enough legally and should always supplement the written flat handover report , not replace it. A photo does show the condition, but without a date, context and the signatures of both parties it carries less weight as evidence in court. So always combine written notes with meaningful pictures for maximum legal certainty.

Who has to sign the handover report?

In principle, both the tenant and the landlord or their authorised representatives should sign the handover report . If a property manager is present, they can also sign on behalf of the landlord. If in doubt, bring in a neutral witness, whose signature further strengthens the credibility of the document and makes later disputes more difficult.

How long do I have to keep the report?

Under § 548 BGB, the landlord's claims for damages due to changes to or deterioration of the flat become time-barred six months after the return. Even so, it is worth keeping the flat handover report for longer: at least until the deposit has been repaid and the last service charge statement has been checked. Digital copies by photo or scan protect against losing the original.

What do I do if we disagree about a defect?

If you disagree, you should still note the disputed defect in the report, but with a clear note of the differing opinions of both parties. Also photograph the affected area and, if possible, bring in a neutral witness. If it comes to it, an independent expert report helps clarify the cause of the damage and who is responsible objectively.

What role do meter readings play in the handover report?

Meter readings for electricity, gas, water and, where applicable, district heating are a central part of every handover report , as they make correct billing between the old and new tenant possible. Note the exact values including the meter number and have them confirmed by both parties. This way you avoid later discussions about service charge statements that are too high.

Should I carry out cosmetic repairs before the handover?

Whether you have to carry out cosmetic repairs before the flat handover depends on the clauses in your tenancy agreement; many rigid clauses are now invalid. Check the agreement carefully or get legal advice before you invest time and money unnecessarily. Still record any work carried out in the report so that you can prove what you have done.

How do you help with the flat handover?

As part of every private move , we clear the flat in good time so that you can prepare the flat handover calmly. On request we dismantle furniture, and we clear out the cellar and loft as well. Simply call us on 01625978461.

Are there differences at the handover as part of a long-distance move?

With a long-distance move , coordinating the timing is more demanding, because handing over the old flat and moving into the new one are often on different days. Prepare the handover report in advance and schedule the handover after the loading day. If you cannot be there yourself, give a trusted person a written power of attorney. We are based in Berlin and operate nationwide.

PROTECT YOUR DEPOSIT

Flat handover: keeping a handover report

Q: What must a flat handover report contain?

A complete handover report contains the date, address, names of everyone involved, meter readings for electricity, gas and water and a detailed list of all rooms with the condition of the walls, floors and fixtures. The number of keys handed over should also be documented. Photos supplement the written description and later serve as evidence in the event of disagreements between tenant and landlord.

Record the condition, meters and keys at the flat handover – this is how you protect your deposit.

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MOVING OUT WITHOUT ARGUING OVER SCRATCHES

Flat handover

Handover report: room by room to your full deposit

With a checklist

Unsere Firma Document the condition, meter readings and keys – so that nobody argues about scratches after you move out.

In a move, the flat handover is often the trickiest appointment, because this is where it is decided whether you get your deposit back in full. Worth knowing: the landlord's claims for damages to the flat become time-barred just six months after the return (§ 548 BGB) – which makes what is in the report all the more important. We take care of the transport and clear the flat in good time, so that you can walk through the empty rooms calmly at the flat handover, whether with a private move or a long-distance move.

Record the condition of the old flat with photos and notes as soon as the furniture is out – before that, wardrobes often hide wall-plug holes and stains. Note the meter readings with the meter number, count the keys and have defects described specifically. For questions about the process you can reach us on 01625978461 – so that the handover report is complete.

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PERSONAL ADVICE

An empty flat in time for the handover

Fixed price after a survey, liability under the HGB

At "Beste Umzug Unternehmen" you receive a fixed price after the survey; your household goods are covered by liability under the statutory rules of the German Commercial Code (HGB), and additional insurance is possible on request. We are based in Berlin and plan moving day so that the flat is empty for the flat handover. Call us on 01625978461 for a no-obligation quote.

Offers available individually, depending on effort, scheduling and the scope of services required.

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A CLEAN HANDOVER

How we make the handover easier

Empty, on time, without damage

A careful flat handover starts with a gentle move-out: we protect door frames, floors and the stairwell so that no new dents end up in the handover report. We give you the price as a fixed price after a survey, and your household goods are covered by liability under the HGB. On request we dismantle furniture and take down wall-mounted shelves, so that all you have to do is fill the holes. And we finish in good time so that you can check the empty flat in daylight.

Packing service

We pack and clear, and you have time to note the meter readings and take photos of the flat's condition for the report.

Furniture dismantling

We dismantle wardrobes, shelves and lamps – only then do wall-plug holes and stains become visible, which can still be dealt with before the handover.

House clearance

Whatever is not moving with you, we clear out of the cellar and loft – because these rooms are also part of the broom-clean flat handover.

Furniture transport

We carry furniture through the stairwell with blankets, corner and floor protection, so that no new damage ends up in the handover report.

HANDOVER CHECKLIST

What belongs in the handover report

A complete handover report protects both sides. You should record these six points at every flat handover – whether moving out or moving into the new flat.

Meter readings with numbers

Note electricity, gas, water and heating with the meter number and have them confirmed by both sides – this protects against errors in the billing.

Keys

Write down the number and type of all keys: front door, flat, cellar, letterbox – missing keys often get expensive.

Describe defects precisely

State the room, spot and size, for example "scratch in the parquet, living room, approx. 15 cm". Vague entries lead to a dispute later on.

Photos with date and scale

Pictures supplement the description but do not replace it. Photograph every spot you have noted, ideally with a scale next to it.

Both sign

Tenant and landlord or property manager sign, and each side receives a copy. In a dispute, a neutral witness helps.

Keep it safe

Keep the report until the deposit and the last service charge statement have been settled – the statement often only arrives a year after you move out.

SMALL LOADS

Part load for the final move-out

Small move, small price

With a part load, your belongings travel together with other orders in the same direction. This saves costs if only a few pieces of furniture or boxes need to be transported. As the collection day is a little more flexible, you should schedule it before the flat handover appointment – otherwise there will still be boxes in the hallway during the walk-through with the landlord.

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ALL ABOUT MOVING OUT

From
moving out to the deposit

Well planned and reliable

Besides the flat handover, moving out involves further steps: keeping to the notice period, checking cosmetic repairs (Schönheitsreparaturen), handing over the flat broom-clean and then reclaiming the deposit. How long the landlord may take to check and what they can withhold is explained in the article Getting your deposit back. We take care of the transport as a private move, and small leftover amounts by part load.

Schedule the handover wisely

Schedule the appointment with the landlord for a day after the move-out and in daylight. That way your private move, senior move or student move stays relaxed and the report complete.

Clear out gently and cleanly

With a packing service, careful furniture transport and floor protection, no new scratches appear while clearing out – and you hand over the stairwell just as you found it.

Returning commercial premises

There is also a handover after an office move or company relocation, often with reinstatement obligations from the commercial lease. For leftover amounts, a part load or furniture taxi is suitable.

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FAQ

Frequently asked questions about the handover report

Content, signatures and deadlines.

A complete handover report contains the date, address, names of everyone involved, meter readings for electricity, gas and water and a detailed list of all rooms with the condition of the walls, floors and fixtures. The number of keys handed over should also be documented. Photos supplement the written description and later serve as evidence in the event of disagreements between tenant and landlord.

Why a handover report is indispensable

A flat handover report documents the exact condition of the flat at the time of the key handover and protects both tenant and landlord from later disputes. Without such a report, you can quickly find yourself having to prove things if it comes to damage or missing renovations. Especially when moving out, it is crucial to record every room systematically, including photos and witness signatures.

A detailed report is also worthwhile when moving in, to clearly separate existing defects from later damage. This way you avoid being blamed for scratches or stains when you move out that were already there before. Also note the meter readings for electricity, gas and water to avoid billing disputes.

How to draw up the report step by step

Start the flat handover in daylight so that scratches or damp stains are clearly visible. Go room by room and record the floor, walls, ceiling, windows and fixtures individually with photos and notes. A prepared checklist helps you not to forget any area – from the heating to the balcony and the cellar compartment.

Have the finished handover report signed by both parties and take a copy with you. If there are disagreements, a neutral witness helps, such as a friend or neighbour. Under § 548 BGB, the landlord's claims for damages due to changes to or deterioration of the flat become time-barred six months after the return; keep the report anyway until the deposit and service charges have been settled.

What moving out costs with us

No matter how big your home is – we have the right price: 1-room flat from €339, 2-room flat from €584, 3-room flat from €879, 4-room flat from €1,344. Larger properties such as a house or villa receive an individual quote. For long-distance moves we charge €3.80/km. Book your free survey now.

What the price of your move-out depends on

The size and volume of the household goods largely determine the price, as does the distance (from €3.80/km). The floor, lift and organising a parking restriction zone (Halteverbotszone) also play an important role. For further services we recommend furniture assembly and part load.

Services around moving out and the handover

These services help you hand over the old flat empty and undamaged.

Company relocation – when commercial premises are returned: Company relocation
Move with assembly – furniture dismantled and reassembled: Move with assembly
Furniture transport – for individual items: Furniture transport
Part load – for leftover amounts: Part load
Private move – the entire household: Private move
House clearance – cellar and loft emptied: House clearance

When the handover is in another city

We are based in Berlin (Stromstraße 21) and operate nationwide. If the old flat is in another city, we coordinate the loading date and the handover. You will find destinations with their own page in the locations overview, and routes under long-distance moves.

Tenancy Law & Housing

Beste Umzug Redaktion

September 1, 2026

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