Apartment transfer protocol: sample and 12 items that must not be missing

The transfer protocol is your most important insurance policy at the end of the lease. Without it, you have no chance to prove in court the condition in which you handed over the apartment to the tenant - and thus not even justify any deduction from the security deposit. In this article, you will find 12 items that a quality handover protocol must contain, plus a free downloadable template.

Why the protocol is key

Civil Code § 2253 obliges the landlord to hand over the apartment in a condition suitable for use. At the end of the lease, the tenant is obliged to return the apartment in the condition in which he took it over, taking into account normal wear and tear (§ 2293).

The key term is "the condition in which he took it over" - without a proven initial condition (= protocol) you have nothing in your hands. In case of dispute, the court will decide based on the evidence; if you only have a verbal statement, you will lose.

Specific impact: the tenant leaves the apartment with a damaged kitchen unit, you want to deduct Kč 25,000 from the deposit. Without a protocol (with photos of the original condition of the kitchen), the tenant will say in court "that line was already broken upon arrival" - and the court will believe him, because you have no counter-document. You will return the entire deposit plus pay court costs.

Court practice: According to established case law (e.g. NS 26 Cdo 1632/2018), the lessor must bear the burden of proof of the initial condition. Without a photo log, this role is practically unbearable.

12 mandatory log items

1. Identification of parties. Full name, date of birth, permanent address of both landlord and tenant. For companies IČO and DIČ.

1. Property identification. Address including apartment/unit number, floor, layout, floor area. Identification according to the cadastre (LV).

1. Date and place of delivery. Specific date and time of collection.

1. Purpose of transfer. "Delivery of the apartment based on the lease agreement dated XX.XX.XXXX, contract ID XYZ."

1. Condition of the apartment room by room. For each room (hallway, kitchen, living room, bedroom, bathroom, WC, basement, balcony) a detailed description of the condition of walls, floors, windows, doors, built-in furniture. Example: "Living room - walls painted white, one small defect (burr) in the right corner by the window. Floor covering laminate beige, slight wear at the door, otherwise in good condition. Plastic window, functional, with blinds."

1. Meter states. Electricity meter, gas meter, cold and hot water meters, or heat indicators. Always with the identification number of the meter and the current status in the place of the decimal point.

1. Equipment inventory. If you are renting a furnished apartment, a complete inventory: refrigerator (brand, model), washing machine, dryer, couch (dimensions, material), beds, table, chairs, kitchen equipment (number of plates, pots, cutlery). For each item, the condition (new, slightly worn, visibly worn) and any defects.

1. Keys. Number and type of keys given: front door (how many), security lock (how many), mailbox, cellar, carriage house, garage. At the end of the lease, the tenant must return the same number - missing key = deduction of the cost of replacing the lock.

1. Connecting to networks. Internet (provider, contract with whom), cable TV, satellite. If they remain, who to inform.

1. Photo documentation. At least 3-5 photos of each room. Detailed photos of all defects that are recorded in the report. Name the files ("housing_01.jpg", "kuchyn_lednicka.jpg") and save them on cloud storage with a time stamp. Originals in full resolution.

1. Statement by both parties. "The contracting parties unanimously declare that the apartment is in the described condition and agree with the content of this protocol." Any reservations of the tenant should be recorded immediately (e.g. "the tenant draws attention to a small defect in the tiling in the bathroom, which was not included in the original description").

1. Signatures and date. Handwritten signatures of both parties, date of signature. Each party receives one original.

Practical handover procedure

Arrive 30 minutes before the agreed time. Open the windows, walk through the apartment yourself - one last check to make sure you're not overlooking anything. Check the photos from the last tour.

Take with you: two printed logs (each original), pen, phone with fully charged battery for photos, backup camera, set of keys, appliance manuals, contact sheet for emergency services (plumber, electrician, gas fitter, SVJ administrator), Internet/TV information.

S walk the apartment room by room as a tenant. Fill out the protocol together - you don't say "don't dictate to me", but "what would you say about it?" This will make the tenant accept you as a partner, not a dictator. Also record his subjective observations ("the faucet in the bathroom is dripping a little").

Take photos together. Key: every detailed photo of the problem (scratched floor, small defect on the wall) must be described in text in the report. Photo without description = the court can ignore it.

Hand over the keys against the signature of the specific item ("The tenant receives 4 keys from the front door, 2 from the security lock, 1 from the basement, 1 from the mailbox").

Email a copy of the photos to the tenant within 24 hours with a link to the cloud archive (Google Drive, Dropbox). The tenant can submit written reservations within 7 days - if he does not respond, the protocol is final.

What to do at the end of the lease

At the end of the lease, draw up a second protocol - the protocol for returning the apartment. The procedure is the same: identification, room status, meter statuses, keys, photos, signatures.

Key comparison: compare the initial and final log item by item. Anything worse than at the beginning is subject to potential removal from the deposit - but BEWARE of normal wear and tear.

Normal wear and tear (what CANNOT be taken down): yellowed walls after 4 years (standard paint life 4-6 years), worn floor after 5-8 years, small scratches in the walls from furniture, worn out batteries, worn out toilet bowl after 8+ years.

What CAN be taken down: damage beyond the ordinary (nail hole in the wall, long gouge in the floor from moved furniture without protection, broken kitchen counter, missing equipment listed in the inventory).

Document any deposit deduction with the item, photos of the original and returned condition, and an appropriate invoice or estimate. Send the breakdown promptly after the lease ends without inventing a universal 30-day deadline.

Free sample: You can find an editable sample of the handover protocol (Word/PDF) in the section /sample-contracts. The template is updated for 2026 and checked by lawyers.

Common mistakes - avoid them

Protocol only as "signature paper" without photos. Without photos, the text description is almost worthless. Always at least 30 photos of the entire apartment plus a detail of each identified defect.

Common protocol for entry and exit. There must be two separate documents with a time gap of 1-10 years. Attempting a single "universal" protocol makes no sense.

Vague descriptions. "In good standing" is unusable in court. Be specific: "Walls painted white, no visible defects. Floor covering laminate beige, visible wear at the threshold, otherwise in good condition."

Ignoring trifles. At termination, the tenant can claim that the leaking battery was there to begin with - if it's not on the record, you're in a weaker position. Record everything, even the little things.

No cloud storage of photos. Photos only on the phone = you lose them, delete them, change the device. Always upload to Google Drive / Dropbox / iCloud with a time stamp.

Conclusion

The transfer protocol is 30 minutes of work, which can save you Kč 10-50 thousand in disputes about the condition of the apartment. Invest time: 12 mandatory items, at least 30 photos, cloud archive. You can find a free template at /contract-templates. If you manage multiple apartments, consider software (e.g. Grento) that automatically generates a log from your registered data and allows you to upload photos directly to the contract.

> Czech-law scope and editorial note: Legal, tax, accounting, tenancy, service-charge, condominium, metrology, insurance and data-protection statements in this article refer to the Czech Republic and the rules effective for the relevant date. Figures and examples are illustrative, not legal or tax advice. Verify current rules with the relevant Czech authority or a qualified adviser.