Move-in Protocol with Photos for Tenants in Austria
When moving in or out, a careful move-in protocol with photos is one of the most important protective measures for tenants in Austria. It helps to document condition, existing damage and meter readings clearly and to avoid misunderstandings with the landlord. Photos with a date and a short description provide strong evidence if repairs, deposit returns or disputes about damage arise later. In this article I explain step by step which areas you should photograph, how to prepare the protocol immediately after handover, which formulations are important and which deadlines must be observed. The guidance refers to Austrian tenancy law and is written with practical tips.
Why photos matter
Photos make the condition of the apartment visible immediately after handover and reduce the risk of later disputes about damage or wear. Complement each photo with a short note and ideally a timestamp or an entry in the protocol.
What to photograph
- Apartment overview: photos (photo) of every side of each room, floor and ceiling.
- Damage: document cracks, scratches, moisture and mold areas.
- Sanitary areas: bathroom, toilet, fittings and tiles.
- Windows and doors: locks, seals, frames and damage.
- Meter readings: photograph electricity, gas and water meters with the reading date.
For each photo note location, date and if possible the time; that increases evidentiary value.
How to prepare the protocol
A simple protocol includes: date, address, names of tenant and landlord, meter readings, a list of visible damages and signatures of both parties. Use precise descriptions: "scratch in laminate, right corner" is better than a general "floor damaged". Attach the photo series as annexes and number the images accordingly.
Wording and securing evidence
Use neutral descriptions and avoid subjective terms. If the landlord makes comments, have them added in writing. If the landlord does not perform a handover, create the protocol alone, date and sign it, and send a copy by registered mail or a second copy by email with read receipt.
FAQ
- Do I have to take photos as a tenant when moving in?
- You are not always legally obliged to do so, but photos offer strong protection and are recommended in practice.
- How long should I keep photos and protocols?
- Keep protocols and photos at least until the deposit is returned and for the duration of any possible subsequent claims, typically several years.
- What can I do if the landlord claims damages I did not cause?
- Present the move-in protocol with photos and, if necessary, contact the conciliation service or the district court; refer to relevant legal provisions.[1]
How-To
- Prepare: create a checklist, have camera or smartphone ready (move-in).
- Photograph: systematically document each room and take close-ups of damage.
- Record meter readings: photograph meters with the date and note them down.
- Fill in the protocol: describe condition, defects and special notes clearly.
- Handover: have it signed together or confirm by registered mail if no joint handover is possible.
- Store and keep contact details: save copies securely and document contact methods.
