Why is a handover protocol important?
The handover protocol records the condition of the flat when moving in and out. It protects tenants and landlords from disputes about damage and the security deposit.
A handover protocol records the condition of a flat when a tenant moves in and when they move out. It is one of the most important documents in a tenancy, because it protects tenants and landlords equally. Without a protocol, it often comes down to one person's word against another's.
What belongs in the protocol
Condition of the rooms
The protocol records the condition of walls, floors, windows and fittings as well as any defects. Photographs supplement the description and make it unambiguous.
Meter readings and keys
Meter readings for electricity, water and heating, as well as the number of keys handed over, also belong in the protocol. That way there is no ambiguity later on.
A good handover protocol is the best insurance against disputes over the security deposit.
The most common mistake
The biggest mistake is to do without a protocol altogether, or to fill it in only superficially. If nothing is recorded when the tenant moves in, there is no basis for comparison when they move out, and it becomes one person's word against another's. It is just as problematic to describe defects only vaguely, without photographs and without precise details. In a dispute, none of it may then count for anything. So take enough time for the handover, go through room by room and record everything in writing and with pictures. As a management company we carry out these handovers as a matter of routine and make sure the protocol really does protect you when it matters, rather than being an empty form.
Why it protects both sides
When the tenant moves out, the protocol makes it easy to compare what is normal wear and tear and what is genuine damage. That prevents unjustified deductions from the security deposit just as much as it prevents genuine damage being overlooked. How the deposit is handled is explained in How high may the security deposit be?. The duties landlords have are explained in What duties does a landlord have?.
How we support you
We carry out handovers in a structured way, document the condition properly and record everything so it can be verified later. That way you start and end tenancies without unpleasant surprises. It saves time, stress and expensive discussions. We have been looking after properties in Graz and the surrounding area since 1988. Arrange a meeting and we will handle the process for you.