How to properly hand over an apartment to a new tenant without future disputes

Complete instructions for handing over the apartment to a new tenant. Handover protocol, photo documentation, gauges, keys and tips for a trouble-free start.

Introduction - why handover is important

Handing over the apartment to a new tenant is a critical moment that affects the entire course of the rental relationship. A carefully executed handover with quality documentation will prevent disputes at the end of the tenancy and protect both parties. In this article, we will show you how to carry out the handover professionally and what you should definitely not forget. Months or years later, they face disputes about the deposit, because they have no evidence of the condition of the apartment when it is handed over.

Preparation before handing over

Inspection of the apartment

Before the arrival of a new tenant:

Technical inspection:

Functionality of all appliances
Condition of installations (water, electricity, gas)
Windows, doors, locks
Heating and hot water
Waste and drainage

Visual inspection:

Walls and ceilings (stains, cracks)
Floors (damage, wear)
Wall tiles
Furniture and equipment

Professional cleaning

We recommend:

Professional deep cleaning
Washing windows
Appliance cleaning
Disinfection of the bathroom and WC

The cost of Kč 2,000-5,000 is worth it - the tenant will get a clean apartment and you expect the same standard upon return.

Minor repairs

Before handing over, fix:

Dripping taps
Non-functioning switches
Loose handles
Damaged seal

This will prevent complaints immediately after moving in.

Handover protocol

Content of the protocol

Quality handover protocol contains:

Basic data:

Date and time of handover
Name and address of the lessor
Name and address of the tenant
Exact address apartment

Description of the apartment:

Disposition and number of rooms
Floor area
Accessories (cellar, garage, parking)

Condition of individual rooms:

Detailed description of the condition
Detected defects
Equipment condition

Meters:

Electricity meter - number and condition
Gas meter - number and status
Water meter - number and status
Heat meter (if any)

Keys:

Number of sets of keys
Types of keys (front door, apartment, basement, mailbox)

Signatures:

Landlord
Tenant

Sample protocol

PROTOCOL ON THE HANDOVER OF THE APARTMENT

Dno ............... at ............... hours

Lessor: ............... Tenant: ............... Address of the apartment: ...............

STATE OF THE APARTMENT AT HANDOVER:

Hallway: Condition of the floor: ............... Condition of walls: ............... Lighting: ............... Equipment: ...............

Living room: [same for all rooms]

MEASURE STATUS:

Gauge	Number	Status
Electric meter
Gas meter
Water meter NE
Water meter DHW

SOLD KEYS:

... piece from the entrance door of the house
... piece from the apartment
... piece from the cellar
... piece from the mailbox

ATTACHMENTS:

Photo documentation (... piece of photos)
Instructions for appliances

Landlord's signature: ............... Signature tenant: ...............

Photo documentation

What to photograph

Take photos:

Overall shots:

Each room - 2-3 photos from different angles
General view of kitchen unit
Bathroom and WC

Details:

Surfaces (floors, walls)
Appliances
Windows and doors
Sanitary equipment
Detected defects and damage

Measures:

Photographs of all gauges with readable status

Technical tips

Use sufficient lighting
Photos should be sharp
Capture details of damage
Take photos with time lapse with a stamp
Save the originals (unprocessed)

Date verification

To prove the acquisition date:

Insert a daily print into the shot
Use an application with certified time
Save photo metadata

Meter readings

Electricity meter

Write down the electricity meter number
Read the status (high/low tariff)
Report the reading to the distributor
Forward the contacts to the supplier

Gas meter

Gas meter number and status
Report a change of customer
Safety check (no gas smell)

Water meters

Cold water - number and status
Hot water - number and status
SVJ notification or administrators

Heat meters

Proportional meter status
Billing information

Keys and access

Handing over keys

Hand over:

All apartment key sets
House entrance keys
Cellar/pantry keys
Mailbox keys
Garage/parking space keys

Chip cards and codes

Don't forget:

Entrance chips
Gate/garage codes
Access alarm codes
Intercom codes

Evidence

Indicate the exact number of keys given in the report. The tenant should return the same amount at the end of the lease.

Other important information

Contacts

Give the tenant:

Your contact (telephone, email)
Emergency service contact
Contact the house manager
Contact SVJ
Energy supplier

Instructions and documents

Prepare:

Manuals for appliances
Revision reports
Energy label
House rules
Rules SVJ

Practical information

Inform about:

Waste collection days
Location of containers
Parking rules
Use of common areas
Contacts on neighbors (with their consent)

Formalities after handover

Rewriting of energy supplies

Ensure rewriting of contracts:

Electricity - change of customer
Gas - change of customer
Possibly internet, television

Notification to administrators

Inform:

SVJ or house manager
Change of contact details data
Updating the list of residents

Records

Save:

Signed protocol
Photo documentation
Copy of the lease agreement
Confirmation of deposit

Common mistakes

What not to do

Hurry - take your time to hand over
Missing protocol - always write down
Not enough photos - more rather than less
Unwritten energy - can cause problems
Missing readings - basis for billing

Consequences of mistakes

Bad handover leads to:

Deposit disputes
Confusion about the condition of the apartment
Billing problems
Court disputes

Conclusion

Professional handover of the apartment requires:

Preparation - inspection, cleaning, minor repairs
Protocol - detailed written record
Photo documentation - evidence of the status
Readings - all gauges
Keys - record of keys transferred
Information - contacts and instructions

Investment of time in a quality handover will be returned to you in the form of a problem-free termination of the lease and retention of the security deposit. Remember - what is not documented is as if it does not exist.

> 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.