Property handover form
Free property handover form template to document the condition of an apartment at move-in or move-out. Sign online and store securely with Pakto.
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What is this document?
An apartment handover act is a separate legal document that records the actual physical condition of an apartment at a specific point in time: at tenant move-in or move-out. The document describes the condition of each room — walls, floors, ceilings, doors, windows, plumbing, appliances, furniture — noting any existing damage.
The apartment handover act is a separate document from the rental agreement. The agreement governs the terms; the act records the condition. Together they provide complete legal protection for both parties.
Without a handover act it is impossible to prove who caused the damage — the tenant or a previous occupant. Courts in deposit disputes almost always rely on this document.
When do you need it?
An apartment handover act is needed in the following situations:
When a new tenant moves in. Records the apartment's condition before the tenancy begins. This is the only way to protect the tenant from claims for damages they did not cause.
When a tenant moves out. Compares the current condition with that recorded at move-in. Determines whether there are grounds for retaining the deposit.
When buying or selling an apartment. Records the condition of the property at the transfer from seller to buyer.
During renovation or reconstruction. Documents the condition before work begins and after it is completed.
When transferring the apartment for long-term use to relatives. Even between close family members, a written document prevents misunderstandings.
Common mistakes
Most common mistakes when drafting an apartment handover act:
Ignoring the document altogether. Most people skip the handover act, relying on verbal agreement or 'trust'. Without a signed act it is impossible to prove who caused the damage — in court the winner is the one who documented better.
Vague wording. 'Walls in normal condition' means nothing. Correct: 'Wall in bedroom (right of window): chipped plaster 15×10 cm at 1.2 m from floor'.
Not taking photos, or taking photos without linking them to the document. A phone photo without cryptographic confirmation can easily be challenged. When signing via Pakto, each photo receives a SHA-256 hash embedded in the signature — it cannot be proven that the photo was forged or taken later.
Skipping meter readings. Without recorded readings at move-in, the tenant may receive a bill for a previous occupant's arrears.
Signing the act without inspection. Never sign the act without personally and thoroughly inspecting the apartment.
What must be included?
- Full names and contact details of both parties
- Full address of the apartment
- Date and exact time of handover
- Meter readings at time of handover: electricity (kWh), gas (m³), cold and hot water (m³)
- List of keys handed over: quantity, type (front door, mailbox, basement, parking)
- Room-by-room condition: walls (paint, wallpaper, tiles), floors, ceilings, doors, windows
- Plumbing condition: bath/shower, toilet, sinks, taps, presence of leaks
- Appliance condition: fridge, washing machine, stove, oven, microwave — year of manufacture and working order
- Furniture condition with description of damage
- List of all existing damage with precise description of location and size
- Attached photos of all rooms and existing damage
- Signatures of both parties
Frequently used for
- Property handover
- Move-in checklist
- Move-out inspection
- Damage documentation
- Tenant transfer
Sign this document right now — for free
Pakto is a mobile app for signing contracts with cryptographic protection, Telegram-based verification, and legal validity under EU eIDAS Art. 26. Secure Enclave signature, RFC 3161 timestamp, ready PDF — in less than 60 seconds. The other party does not need to register.
Download Pakto — contracts for freeFrequently asked questions
Is an apartment handover act mandatory by law?
In most countries it is not legally mandatory, but is absolutely necessary in practice. Without a handover act, the tenant cannot prove that a specific piece of damage existed before they moved in. Courts regularly rely on handover acts in deposit disputes — and the winner is the one who has the document.
Can a digital apartment handover act be used?
Yes. A digitally signed act with photos has the same legal force under eIDAS Art. 26 as a paper one. Pakto allows photos to be attached during signing — the SHA-256 hash of each photo is embedded in the signature, making the document cryptographically immutable.
What to do if the other party refuses to sign the act?
Immediately document the refusal in writing: send a message or email describing the situation. On the same day take detailed photos of the entire apartment with a visible date and time. This record together with the refusal to sign can serve as evidence in court.
Is a separate act needed if there is already a rental agreement?
Yes, absolutely. The rental agreement governs the terms (how much to pay, when, what rules apply). The handover act records the physical condition of the apartment at a specific moment. These are two different documents serving different purposes — both are necessary for complete protection.
How to properly describe damage in the act?
As specifically as possible: name of the item or surface, exact location, size of the damage, nature (scratch, chip, crack, stain). Example: 'Kitchen cabinet door (top row, far left): broken handle, mark from mechanical impact 3 cm'. Supplement with photos from Pakto.