Apartment handovers: tips for a smooth move

The handover of your new apartment

Preparation and planning

Carefully planning the handover of your new apartment is key if you want to avoid nasty surprises down the line. One of the most important documents is the apartment handover report: you need to ensure this is present and correct. It protects both parties – both you as a tenant and your landlord.

What to look out for in the apartment handover report

It’s important to document the exact condition of your apartment and its appliances (dishwasher, fridge, etc.) in the report. Have you stumbled across any defects? Write them down and, ideally, take a photo of them right away. If there is a disagreement later on between you and your landlord over who is responsible for the damage, this serves as clear proof. Don’t forget to note the meter readings and the number of keys handed over in the report, too.

The landlord usually takes care of this handover report. If this is not the case, we recommend that you create one yourself.

Items and responsibilities taken on

If you take on items from the previous tenant (such as carpets or a washing machine they have built in themselves, for example), precise details of these items should be listed. Clarify with the landlord who is liable in the event of damage. Any arrangements as to who is responsible for the maintenance or replacement of these items should be clearly established.

Let’s look at the following example: the previous tenant painted a wall in her bedroom light blue and is asking you if you would like to keep it that way. Normally, each person is responsible for handing over the apartment in the condition in which they received it. In other words, the previous tenant would have to paint the wall back to white. If you take on the wall when painted light blue, though, that responsibility will pass on to you. However, you can discuss this with the property management company, who might be willing to keep this wall light blue going forward. In this case, you should document this paintwork in the apartment handover report and ask the property management company to confirm that it can stay that way. This means you can play it safe and avoid any issues when you move out.

Defects in your new home

Any defects that you only discover after the apartment handover should be reported by the stipulated deadline. Once you have accepted the keys to a rental property, you usually have ten days to record hidden defects in writing, document them with photos and report them to your landlord.

Please note, however, that the exact deadline and procedure may be different in your specific rental agreement. As a result, we recommend that you always read your rental agreement carefully and adhere to the conditions set out in it.

The handover of your old apartment

Preparation and planning

In most cases, you will also need to hand over your old home before moving into a new one. It helps if you are well prepared for this important appointment. Make a note of the exact handover date and have all the necessary information and documents ready. Here is a short checklist:

1. Handover date and time: the exact point at which the apartment will be returned to your landlord or property manager.
2. Previous apartment handover reports: the report that you drew up when you moved into the apartment, in which you recorded the condition of the apartment at the time.
3. Rental agreement: this often contains specific provisions on the condition in which the apartment is to be handed over when you move out.
4. Correspondence with your landlord: written agreements concluded during the rental period, in particular those relating to repairs or changes to the apartment.
5. Invoices and receipts: invoices from tradespeople or receipts for repairs and improvements carried out during the rental period.
6. Photos: pictures of damage or defects in the apartment taken at the beginning of and during the rental period can help you to compare its current condition with its condition when you moved in.
7. Details of your security deposit: documents confirming the amount, date of payment and bank details for the deposit.

H3: The condition of your old apartment

It’s normal for you to leave certain marks on your home: this is described as regular wear and tear. You’ll find all the information you need in our article on tenant liability, including answers to the question of what the threshold is for excessive wear and tear.

End-of-tenancy cleaning: what’s involved?

Leaving your old home spick and span is not only a matter of courtesy, but often also a prerequisite for getting your full deposit back. Our article on end-of-tenancy cleans, including a checklist, will help you with this. We’d also like to give you a few tips for a stress-free clean:

• Start early to avoid putting yourself under time pressure.
• Follow the checklist and check off one stage at a time.
• Purchase suitable cleaning products and tools.
• Get motivated with music, audiobooks and podcasts.

Schedule and tips

Your apartment handover is about more than just handing over the key. Talk to your landlord to arrange when and how the security deposit will be repaid. Before both parties sign off on the handover, you should discuss any reservations and make sure you agree on everything.

Summary

Moving house is often an emotional and stressful time: it is easy to overlook lots of details during this process. However, the handovers of your new and old apartments are crucial moments that can have a huge impact on how you feel about your living situation and life in general.

If you follow the key points in our article, there’s nothing to stop things going smoothly – so you can look forward to a positive start to a new stage of life in your new home.