Move-in Protocol with Photos - Tenants Austria
As a tenant in Austria, precise documents and clear photos are essential for the move-in/move-out protocol. This protocol protects your rights at move-in and move-out because it records the apartment condition, meter readings, existing damages and key handovers. With clear photos, dates and signed documents, later disputes about compensation or the security deposit can be settled more easily. In this article you will learn which papers to collect, how to take photos correctly, which deadlines to observe and which steps to take if evidence is missing. At the end you will find a short checklist and links to official Austrian sources for legal information.[1]
Which documents belong in the protocol?
When creating the handover protocol, document as much as possible so that condition and damages are provable later.
- Photos of all rooms and damages with date and scale
- Documents: lease agreement, previous handover protocols, meter readings
- Meter readings (electricity, gas, water) noted in writing
- Keys: number, handover date and signature recorded
- Description of defects and repair needs with concrete details
- Date and signatures of both parties
Detailed photos increase the evidentiary value in later disputes.
Photos: How to document correctly
Good photos and clear labels often provide the decisive evidence. Pay attention to lighting, perspective and additional details such as a scale or personal items for size reference.
- Wide shots of each room from multiple angles
- Close-ups of damages with a ruler or tape measure as size reference
- Make the date visible or embed the date via a camera app
- Store photos and documents both digitally (cloud/USB) and on paper
Back up photos in two different places, e.g. cloud and USB stick.
What to do if evidence is missing or there is a dispute?
If evidence is missing, request the landlord in writing to supplement the protocol and document the communication. Note deadlines and gather witnesses or additional photos.
- Observe deadlines: send written requests with proof of receipt
- Contact tenant advice services or the relevant municipal office for support
- For persistent conflicts, the district court will examine claims and evidence[2]
FAQ
- Which photos are sufficient for the protocol?
- Photos from multiple perspectives, close-ups of damages with scale and a visible date; good lighting and unedited original files are important.
- Can the landlord add damages retroactively?
- Retroactive entries are possible but should be justified and evidenced in writing; keep copies of your protocol and photos.
- How long should I keep documents?
- Keep them until the final security deposit settlement and at least three years afterwards if claims are possible.
How-To
- Before moving in: prepare a protocol template and plan a walkthrough with a camera
- At the handover: take photos, note meter readings and sign the protocol together
- After moving in: back up copies digitally and keep a list of dates/locations
- Missing evidence: request documents in writing and consider legal steps if necessary[3]
Help and Support
- RIS – Legislation and official texts
- Austrian Ministry of Justice – Procedural information
- JustizOnline – Forms and electronic submissions
