Tenant Handover Protocol with Photos in Austria
When handing over an apartment in Austria, tenants should prepare a careful handover protocol with photos to document condition, meter readings and key transfer clearly. A well-kept protocol protects against later disputes over rent costs, repairs or the security deposit and simplifies communication with the landlord. Note the date, time and precise descriptions, photograph all relevant areas and record meter readings and any existing defects.[1] Keep copies securely and send a digital version to all parties so deadlines and claims can be proven later.
Why a Handover Protocol Matters
A protocol creates clarity about the apartment's condition at move-in and move-out. It helps avoid unjustified claims and shows which defects the landlord is aware of. It is also a practical piece of evidence for court or mediation proceedings.
Step-by-Step: Handover Protocol with Photos
- Arrange a joint appointment with the landlord for move-in or move-out (move-in / move-out).
- Record meter readings and handed-over keys, and have these noted by the landlord if possible (record meter, keys).
- Photograph all rooms and defects systematically: corners, walls, floors, sanitary fittings, radiators (photo evidence).
- Describe visible damages and required repairs clearly and objectively (repair, maintenance).
- Sign the protocol together or confirm the handover by email if the landlord is not present.
- Send a copy of the protocol digitally and by post to the landlord to document receipt (file, submit).
- Keep all originals, photos and receipts at least until the end of the tenancy.
If meter readings were taken, report them to the responsible utilities or enter them in reading forms. For disputed points, note that entries are made under reservation in the protocol.
Requirements for Photos and Records
Take sharp, well-lit images and photograph both overview shots and close-ups of damage. Add scales like a ruler or a photo with a date stamp if possible. Store photos chronologically and note which room and detail is shown.
FAQ
- What is a handover protocol for?
- A handover protocol documents condition, meter readings and key transfer to avoid later disputes about damages or costs.
- What if the landlord refuses to sign?
- Document the handover as completely as possible, take photos and send the protocol by registered mail or email with delivery confirmation.
- How long should I keep documents?
- Keep protocols, photos and receipts at least until the tenancy ends and longer if claims may arise.
How-To
- Coordinate the appointment and name participants.
- Record meter readings and document key handover.
- Take and label photos systematically.
- Sign the protocol, make copies, and send to all parties.
Key Takeaways
- A complete protocol protects you from later claims.
- Systematic photos with labels increase evidentiary value.
- Respond promptly to defect notices and deadlines.
Help and Support / Resources
- RIS: Rent law (MRG) and legal texts
- Justice: Information on court procedures and district courts
- JustizOnline: Forms and e‑services
