What should you do during an apartment handover? Tips for a successful handover to the landlord
Moving out of an apartment is often a stressful time. In addition to planning the move itself, the apartment handover is a particularly important step. But how does a successful handover work, and which points require special attention? DACHSER & KOLB, your reliable moving company, not only supports you with your move but also provides valuable tips for your apartment handover. Our moving-out checklist helps you make sure nothing is forgotten and that you get your deposit back as quickly as possible.
Why is the apartment handover so important?
The apartment handover is the final step before you move out completely. This is when the landlord or property manager inspects the condition of the apartment. This appointment often determines whether you receive your rental deposit back in full. That is why it is important to be well prepared and to document the condition of the apartment carefully. Any defects should be fixed in good time to avoid potential deductions.
What do I need to consider during the apartment handover?
To ensure that the apartment handover runs smoothly, several points should be clarified in advance. Here is an overview:
- Schedule the appointment in good time: Arrange an appointment with your landlord as early as possible.
- Hand over the apartment in the contractually agreed condition: Check your rental agreement carefully again. It often specifies whether the apartment must be handed over “swept clean” or even freshly painted.
- Fix defects in good time: Minor repairs, such as filling drill holes or replacing broken light bulbs, should be completed before the handover. Do not leave defect management to chance.
- Read the meter readings: Record the current meter readings for electricity, water and gas. This protects you from later additional claims.
The moving-out checklist: how to make sure you do not forget anything
A well-structured moving-out checklist helps you work through the most important tasks before the apartment handover:
Preparing the apartment:
- Empty the apartment completely.
- Remove all personal belongings, including furniture that does not belong to the apartment.
- Clean the apartment thoroughly — swept clean or more thoroughly, depending on the rental agreement.
Fix minor defects:
- Remove drill holes and wall plugs.
- Replace defective lamps, light bulbs or switches.
- Repaint walls if necessary, depending on the rental agreement.
Documenting the condition of the apartment:
- Take photos of all rooms.
- Make a note of any visible damage and discuss it with the landlord.
Meter readings and key handover:
- Record all meter readings for electricity, water and gas.
- Ideally, document the meter readings with photos.
- Hand over all keys, including apartment, basement and garage keys.
Create a defect report:
- Record any defects identified by the landlord in writing.
- Make sure that both parties sign the report.
How does the deposit refund process work?
The rental deposit serves as security for the landlord in case any damage to the apartment is identified after you move out. But when will you get your deposit back? As a rule, the landlord has up to six months after the apartment handover to return the deposit. If no defects are found and all utility bills have been settled, there is nothing standing in the way of a quick refund.
Tips for a successful apartment handover
- Open communication: Speak to your landlord early if you have noticed any damage or defects. This allows solutions to be found before the apartment handover takes place.
- Be well prepared: Bring all necessary documents, such as the rental agreement, reports and photos, to the handover appointment.
- Document the condition of the apartment: Before the landlord records the condition of the apartment, you should document it yourself. This gives you protection in the event of a dispute.
DACHSER & KOLB supports you with your move.
From planning through to the apartment handover, DACHSER & KOLB is by your side. Contact us for stress-free, professional support with your next move. With the right preparation, the apartment handover can be stress-free. A well-structured moving-out checklist and thorough cleaning help ensure that you hand over your apartment in optimal condition and receive your rental deposit back quickly. If you also document the process carefully and fix any outstanding defects in good time, nothing stands in the way of a smooth handover.
Frequently Asked Questions (FAQ) about the Apartment Handover
What should you consider during an apartment handover?
Important points include ensuring that the apartment is in proper condition, preparing a detailed handover report, returning all keys and clarifying any potential damage. Ideally, the handover should take place together with the landlord.
Do I have to renovate the apartment when moving out?
Whether and to what extent cosmetic repairs are required depends on the rental agreement. Only individual agreements are valid — rigid clauses such as “the apartment must always be handed over freshly painted” are usually invalid.
What should be included in an apartment handover report?
The report should include the condition of all rooms, any existing defects, meter readings for electricity, water and heating, the number of keys handed over, as well as the date and signatures of both parties. It serves as proof and helps protect against later disputes.
When does the apartment handover take place?
Usually on the last day of the rental period or shortly before, once the apartment has been completely cleared and cleaned. The appointment should be coordinated with the landlord in good time — ideally in writing.
Who bears the costs for damage in the apartment?
If the damage is due to normal wear and tear, the tenant usually does not have to pay anything. In the case of intentional damage or gross negligence, the landlord may claim repair costs from the tenant or through the tenant’s liability insurance.
Does the apartment have to be completely empty at the handover?
Yes, unless otherwise agreed with the landlord, for example if the next tenant takes over furniture. Any furniture or items left behind may be considered a condition that does not comply with the rental agreement.
Can I also carry out an apartment handover without the landlord?
Yes, if the landlord is unavailable, they can send an authorized representative. In any case, the handover should be documented and the report signed by both parties to avoid any uncertainties later.
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Donna Draganov
Teamlead Customer Service & Sales - ROAD
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