Is a handover report required by law?

A handover report is not required by law, but it is strongly recommended. Without written documentation, it is difficult in a dispute to prove the original condition of a flat or of furniture. Landlords, tenants and moving companies all benefit equally from a clear, signed report as legal protection.

Who has to sign the handover report?

The handover report is signed by the tenant and the landlord or their representative, for example the property management. A witness can sign as well. By signing, both confirm the details recorded; have points you do not agree with noted as disputed rather than accepting them tacitly.

What details must the report contain?

A complete handover report contains the date, address, names of all parties, meter readings and the number of keys handed over. In addition, the condition and any damage to walls, floors and furnishings should be described in detail. The more precise the documentation, the better protected you are legally in a dispute.

Can I draw up the handover report myself?

Yes, you can easily draw up a handover report yourself. What matters is that it includes the header details, meter readings, keys, the condition of each room, agreements and the signatures. You will find a template to copy above on this page; adapt it to your flat and take two copies with you, one for each party.

What happens if no handover report was drawn up?

Without a handover report , it becomes much more difficult afterwards to prove the original condition of the flat or the household goods. This can lead to lengthy disputes about deposit refunds or claims for damages. We therefore strongly recommend drawing up a written report for every move, so as to avoid such conflicts from the outset.

Does the moving company fill in the report?

No, the handover report for the flat is a matter between tenant and landlord. With your private move , we make sure the flat is empty in time and that no new damage occurs while carrying. You check your household goods yourself at delivery: report visible damage no later than the following day.

Do I need a new report for every move?

Yes, a separate handover report should be drawn up for every flat handover – both when moving out of the old flat and when moving into the new one. That way you document both conditions completely and avoid mix-ups. This also applies to long-distance moves , where there are often several weeks between moving out and moving in.

Are photos useful in addition to the handover report?

Yes, photos complement the written handover report very well. Photograph each room from several angles and defects close up, ideally dated. Keep the pictures together with the report; in a dispute they are often the most convincing evidence.

What does a handover report cost?

Nothing – you can draw up a handover report yourself with the template on this page. Some landlords bring their own forms; in that case, check that all points are included. Costs arise at most if you call in an expert. You can get a quote for the move itself on 01625978461.

Are there differences in the report for a shared load and a complete move?

Yes. With a shared load , it is not about the flat but about individual items: record what travels and photograph the condition before collection. With a complete move, there is also the flat report with the landlord – one each for moving out and moving in.

STRESS-FREE MOVING

Handover report: template

Q: What is a handover report when moving?

A handover report is a written document that records the condition of a flat when moving in or out – with meter readings, keys and defects. It serves as evidence if there is a dispute later about damage or the deposit, and protects tenants and landlords alike. Tenant and landlord fill it in together and both sign.

Q: How long should a handover report be kept?

Keep the handover report at least until the deposit has been fully returned and the last service charge statement has been settled. The landlord's claims for compensation for damage become time-barred six months after the flat is returned (§ 548 BGB). If you want to be on the safe side, keep it longer with your other tenancy documents.

What belongs in a handover report – with a template to copy and tips for the flat handover.

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FROM BERLIN-MOABIT

Flat handover guide

Handover report: what belongs in it and how to fill it in

With template

Unsere Firma is based in Berlin-Moabit (Stromstraße 21) and often sees on move-out day how much trouble a clean handover report saves later.

A handover report (Übergabeprotokoll) records the condition of a flat when moving in or out: rooms, defects, meter readings, keys. It is not required by law, but it is the most important piece of evidence if there is a dispute later about damage or the deposit. Tenant and landlord walk through the flat together, note everything down and both sign. Especially with a private move, it is worth not filling in the report in a rush, but calmly in the empty flat.

Schedule the handover after clearing out, so that nothing is hidden. Dated photos complement the report. You will find a template to copy further down this page. Important to know: the landlord's claims for compensation due to changes to or deterioration of the flat become time-barred six months after it is returned (§ 548 BGB). We answer questions about the move itself on 01625978461.

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Template on this page – move with us

Empty flat, calm handover

You will find the handover report template further down to copy – from meter readings to key handover. So that the flat is empty in time for the handover, we take care of packing, carrying and transport for your private move at a fixed price. Enquiries on 01625978461.

Quotes available individually based on workload, scheduling and the desired scope of services.

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MAXIMUM CARE

What we contribute to the handover

Empty in time, without new damage

Tenant and landlord fill in the handover report together – we make sure the flat is empty by then. We are based in Berlin (Stromstraße 21), take care of packing, carrying and transport and quote the price as a fixed price after the assessment. When carrying, we protect door frames and floors so that no new marks end up in the report. For damage to household goods we are liable under § 451e HGB at €620 per cubic metre.

Clear out

With a packing service the flat is empty sooner. Only then can every room be inspected for the report without furniture.

Carry with care

With furniture transport we take care of door frames, stairwell and floors – otherwise new damage would end up in the report and put the deposit at risk.

Dismantle fittings

With a move with assembly we dismantle your own shelves, lamps and kitchen units; what may stay, you clarify with the landlord.

Take the rest

Anything that is not moving with you should not be left standing around at the handover. On request we take it with us or carry out a house clearance.

WHAT BELONGS IN IT

Six building blocks of a handover report

A complete handover report consists of these six parts. If one is missing, it becomes difficult in a dispute to prove the condition of the flat. Take a pen, a camera and the template below with you to the appointment.

Header details

Address and location of the flat, date and time, names of tenant, landlord and witnesses. Plus the occasion: moving in or moving out.

Meter readings

Electricity, gas, water and heating with meter number and reading; ideally also a photo of each meter.

Keys

Number and type of all keys: building, flat, letterbox, cellar. If one is missing, that belongs in the report, as do copied keys.

Room by room

Walls, ceilings, floors, windows, doors, radiators, sanitary fittings: describe the condition of each room, name and locate defects precisely.

Agreements

What the tenant still has to do, what the landlord takes on, what may stay: in writing, with a deadline if necessary.

Signatures

Both sign; note disputed points as disputed. Each party receives a copy or a photo of the signed report.

FOR SMALL LOADS

With a shared load: a list instead of a report

Record what travels

With a shared load, your household goods travel with other consignments on the same route. Instead of a flat report, a list of the items with photos before collection helps here – so it is clear later what was handed over in what condition and what must arrive.

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THE RIGHT TIME

The
report in the course of the move

Clear out, inspect, sign

The handover report comes at the end of moving out and at the start of moving in. In between lies the move itself – within the city or as a long-distance move, where moving out and moving in are often days apart. So fill in a separate report for each flat. What to do if tenant and landlord cannot agree at the inspection is explained in the article Resolving disputes at the handover.

When moving in

Write down and photograph every existing defect, even small things. Whatever is recorded in the handover report when you move in cannot be held against you when you move out – that saves discussions about the deposit later.

When moving out

Clear out first, then inspect. Once the furniture transport and the last small removal are done, go through the flat room by room with the landlord, read the meters and count the keys.

After the handover

Keep the copy and photos until the deposit is back and no claims are outstanding. The landlord's claims for compensation for damage become time-barred six months after the flat is returned (§ 548 BGB) – until then, a report provides clarity.

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FAQ

Questions about the handover report

Purpose, obligation, signature, contents, your own template, how long to keep it and photos – answered briefly.

A handover report is a written document that records the condition of a flat when moving in or out – with meter readings, keys and defects. It serves as evidence if there is a dispute later about damage or the deposit, and protects tenants and landlords alike. Tenant and landlord fill it in together and both sign.

What belongs in a handover report?

A complete handover report contains the date, time and names of everyone present, the meter readings for electricity, gas, water and heating with meter numbers, and the number and type of keys handed over. Added to this is the condition of each room: walls, ceilings, floors, windows, doors, radiators and sanitary fittings.

If there are fittings let with the flat, such as a kitchen, describe their condition too. Dated photos complement the written report and are additional evidence in a dispute. Agreements – for example that a shelf may stay – also belong in it.

Template to copy

Handover report – Flat (address, floor, position): … · Date/time: … · Occasion: moving in / moving out · Present: tenant …, landlord …, witness …

Meters: electricity no. … reading … · gas no. … reading … · water cold/hot no. … reading … · heating … · Keys: building …, flat …, letterbox …, cellar … · Per room (hallway, kitchen, bathroom, room 1, 2 …): walls/ceiling …, floor …, windows …, doors …, radiators …, defects … · Agreements: … · Disputed: … · Place, date, tenant's signature, landlord's signature.

Tip: describe defects specifically, for example “scratch in the parquet, living room, approx. 10 cm, in front of the window”, rather than just “signs of wear”. The more precise the description, the less room for dispute.

Moving company price list

Category	Price from
1 room	€375
2 rooms	€599
3 rooms	€905
4 rooms	€1,269
House/villa	individual
Long-distance move	€4.15/km

Want a binding price? Request a free survey now.

Price factors of a move at a glance

Distance between the two addresses (from €4.15/km)
Volume of household goods
Floor without a lift
Organising a parking restriction zone

Furniture assembly and a shared load also affect the total price.

How we support you

This is how we support you

We take care of every aspect of your move – from A to Z.

Company move: company move plannable and efficient
Clearance: clearance for household dissolutions
Move with assembly: move with assembly with specialist staff
Furniture transport: furniture transport for single pieces
Home move: home move flexibly shaped
Part load: part load as the cheap option

Moving to and from Berlin

We are based in Berlin (Stromstraße 21) and handle moves within Berlin as well as to and from Berlin. Destinations with their own page can be found in the locations overview, long distances under long-distance moves. For a long-distance move, fill in a separate report for the old and the new flat.

Tenancy Law & Housing

Beste Umzug Redaktion

September 2, 2026

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