Transfer protocol for the apartment: Sample and practical instructions

How to properly create a handover protocol. What it must contain, how to document the condition of the apartment and a downloadable template.

The transfer protocol is a document that saves you from disputes about who is responsible for what. Without it, it is difficult to prove the condition of the apartment when it was handed over - and the discussion about a damaged floor or a missing light bulb can drag on for months.

In this article, I will show you how to create a handover protocol that really protects both parties.

Why the handover protocol is important

Legal meaning

Evidence: The protocol serves as evidence of the condition of the apartment to a certain date. It is a key document in case of disputes.

Basis for invoicing: Meter states in the protocol are the basis for billing services.

Protection of deposit: Without a protocol, it is difficult to prove that the damage was caused by the tenant.

When is it created

Handing over to the tenant: At the beginning of the lease - documents the condition at takeover.

Return from the tenant: At the end of the lease – it is compared with the original condition.

What the report must contain

Basic data

Date and time of handover: Exact date, ideally also the hour.

Contracting parties: Names of the lessor and tenant.

Identification of the apartment: Address, apartment number, layout.

Link to the rental agreement: Contract number or date of conclusion.

Meter status

Mandatory to record:

  • Electricity meter (meter number, status)
  • Gas meter (number, status)
  • Cold water meter
  • Hot water meter
  • Heat meters

Format: Meter number + current status + date of reading + signatures

Description of the condition of the rooms

For each room, describe:

  • Walls and ceilings (color, condition)
  • Floor (type, condition)
  • Windows (type, condition, functionality)
  • Doors (condition, locks)
  • Radiators (condition, functionality)
  • Sockets and switches (number, functionality)

Rating scale:

  • Excellent (new/like new)
  • Good (normal wear)
  • Fair (visible wear)
  • Poor (damaged)

Equipment apartment

List of items:

  • Kitchen line and appliances
  • Furniture
  • Lighting
  • Sanitation (bathtub, toilet, sink)
  • Other equipment

For each item:

  • Name and description
  • Condition
  • Possible defects

Keys and access cards

Record:

  • Number of apartment keys
  • Cellar keys
  • Mailbox keys
  • Entry chips/cards
  • Remote control (garage, gate)

Known defects

Document:

  • Existing damage
  • Non-functional elements
  • Planned repairs

Photo documentation

Why take photos

Photos are invaluable evidence. The words can be interpreted differently, the photo is clear.

What to photograph

Required:

  • General view of each room
  • Damage details
  • Meter status
  • Equipment

Recommended:

  • Condition of windows and doors
  • Kitchen line and appliances
  • Bathroom and toilet
  • Floors and walls

How to take pictures

Technical tips:

  • Sufficient lighting
  • Multiple angles
  • Close-up defect details
  • Date in metadata (or photo)

Storage

  • Backup in multiple locations
  • Naming by rooms
  • Link to protocol

Procedure for handover

Preparation

Lessor:

  • Prepare the protocol form
  • Provide a camera
  • Check the functionality of the equipment
  • Prepare the keys

Tenant:

  • Familiarize yourself with the apartment in advance
  • Prepare questions
  • Have a pencil for notes

Handover progress

  1. Walk through the apartment – Systematically from room to room
  2. Functionality Check – Try appliances, taps, lights
  3. Meter Reading – Check and write down

4 together. Status Record – Describe and photo-document

  1. Handover of keys – Count and write
  2. Signatures – Both parties will sign

Handover time

Allow enough time - at least 1 hour for a standard apartment.

Returning the apartment

Comparison report

When the tenancy ends, create a new report and compare with the original.

Normal wear and tear vs. damage

Normal wear and tear (the tenant is not responsible):

  • Faded wallpaper
  • Worn floor in the walking areas
  • Small scratches on the furniture
  • Leaked gasket

Damage (the tenant is responsible):

  • Holes in the walls (beyond normal)
  • Broken window
  • Damaged plumbing
  • Burnt spots

Compensation from the deposit

If damage has occurred:

  1. Calculate the cost of repair
  2. Agree on compensation
  3. Document in writing
  4. Return the remainder of the deposit

Sample protocol structure

Header: Handover protocol to apartment

Section 1: Basic data

  • Date, time
  • Parties
  • Apartment address
  • Contract link

Section 2: Meter states Table: Type | Number | Status | Date

Section 3: Room Status For each room: Name | Elements | Status | Notes

Section 4: Equipment List: Item | Status | Notes

Section 5: Keys Type | Number of | Notes

Section 6: Photo documentation Link to attachment or photo list

Section 7: Defects and notes Free text

Signatures: Lessor | Tenant | Date

Common Errors

Error 1: Incomplete log

Problem: Missed rooms or equipment.

Solution: Use checklist.

Error 2: Vague descriptions

Bad: "Floor OK"

Good: "Laminate floor, light, small scratches near the entrance door"

Error 3: Missing photo documentation

Problem: Words against words.

Solution: Always take pictures, the more the better.

Error 4: Unsigned protocol

Problem: Without signatures, the protocol is just paper.

Solution: Sign on the spot, both sides.

Mistake 5: Haste

Problem: Overlooked defects.

Solution: Take your time, thoroughness pays off.

Summary: Handover checklist

Before handover:

  • Log form
  • Camera/mobile
  • Keys ready
  • Apartment cleaned

On handover:

  • Reading of all meters
  • Inspection of each room
  • Test of equipment and appliances
  • Photo documentation
  • Key handover
  • Signatures of both parties

After handover:

  • Copy of protocol for both parties
  • Photo storage
  • Archiving with rent by contract

A well-drafted handover protocol is the best prevention of disputes. Invest an hour of handover time – saving potentially months of troubleshooting.

> 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.