When a flat is handed over, it is important to record exactly what you have received. This gives you a practical basis for later discussions about the condition of the flat and its fittings.

Inspect in a fixed order

Go through the rooms in the same order, noting visible damage and the items being handed over. Agree on photos and clear descriptions. Do not replace an observation with a guess about the cause of a defect.

Check the practical details

Record the number of keys, the numbers and readings of the accessible meters, the appliances and any unfinished work. Check the handover date and the parties to the document. If an entry does not reflect the situation, ask for it to be corrected before you confirm.

How to describe the condition unambiguously

Link each observation to a room, an exact spot and, where necessary, an agreed photo. “Scratch on the inside of the bedroom door” is more useful than a general “some damage”. Record missing items and faults in existing appliances separately. Do not attribute a cause to something you are only observing. Make sure the photos can be matched to the entries and that everyone has the same version of the document. If a wording does not reflect what you saw, ask for it to be clarified before you confirm.

What to check after you receive the keys

Check their number and purpose, including the building entrance and agreed shared rooms. Check where the meter readings and numbers are recorded. For unfinished work, note who is responsible, the expected date and how you will stay in contact. Do not assume that receiving the keys automatically takes care of connections and address registration. After the meeting, sort the documents by task: condition of the flat, payments, appliances and administrative steps. This makes it quick to find the right confirmation if a question arises in the first weeks.

What to check

  • Bring the list of agreed appliances.
  • Check keys for shared rooms.
  • Note visible defects room by room.
  • Keep a copy of the signed document.

Example situation

Instead of “wall damaged”, it is more useful to give the room and the exact spot and add an agreed photo of that area.

Next step

The more precisely the starting point is described, the easier it is to discuss later without arguing over memories.

Official information on this topic

Checklists and examples are organisational recommendations. Requirements depend on the procedure, the city and your situation; check them with the relevant office before you act. Please discuss legal and tax questions with an authorised professional.

This article was prepared with the help of AI. The example illustrates the approach and does not describe a client case.