Apartment Handover Protocol
Document apartment handovers professionally with this Swiss Wohnungsuebergabeprotokoll template covering room conditions, meter readings, keys, and defects.
About this template
The Apartment Handover Protocol (Wohnungsuebergabeprotokoll / protocole de remise) is a legally important document in Swiss tenancy law. Under OR Art. 267, both landlord and tenant are required to inspect the property at the end of the tenancy and document its condition. A signed protocol is the primary evidence in any dispute over security deposit deductions or damage liability.
This template guides both parties through a structured room-by-room inspection, captures meter readings, records the number and type of keys handed over, documents any defects noted, and collects signatures from both the landlord (or property manager) and the outgoing tenant.
Legal significance of this document
The signed handover protocol constitutes binding evidence under Swiss tenancy law. Any defects not recorded at handover may not be charged to the outgoing tenant. Similarly, the tenant may not contest charges for defects that are recorded and acknowledged in the signed protocol. Both parties should retain a copy. This form covers OR Art. 267 requirements.
What this protocol records
- Property address and tenancy details
- Handover date and parties present
- Room-by-room condition assessment (walls, floors, windows, fittings)
- Electricity, gas, water, and heating meter readings
- Number and type of keys returned or handed over
- Inventory items included or missing
- Defects and damage noted (with photographic evidence upload)
- Agreed remediation responsibility (tenant or landlord)
- Signatures of both parties acknowledging the protocol
How to use this template
Use this template
Click 'Use template' to create a copy in your dashboard.
Prepare before the handover
Fill in the property address and tenancy details in advance. Bring a mobile device or tablet to the inspection.
Complete room-by-room
Work through each room systematically, noting the condition and any defects for walls, floor, windows, doors, and fittings.
Record meter readings
Take photos of all meters and enter the exact readings at the time of handover.
Obtain both signatures
Ensure both the tenant and landlord (or representative) sign the completed protocol before leaving the property.
Apartment handover in Switzerland: tenant and landlord guide
The handover inspection (Uebergabetermin / etat des lieux) is one of the most consequential moments in a Swiss tenancy. It determines what the outgoing tenant owes for repairs and cleaning, and what the landlord must carry as normal wear and tear. Swiss tenancy law, codified in the Code of Obligations (OR) Art. 256-274, gives tenants strong protections and places the burden on landlords to prove damage above normal wear.
The concept of 'normal wear and tear' (ordentlicher Verschleiss / usure normale) is central: a landlord cannot charge a tenant for deterioration that results from normal, careful use of the property over the tenancy period. The longer the tenancy, the greater the acceptable degree of wear. Kantonales Mietamt guidelines and the SVIT (Swiss Association of Real Estate Professionals) provide detailed life expectancy tables for building components.
What counts as normal wear and tear?
Normal wear includes: light scuffs on walls that can be repainted in the normal redecoration cycle, worn floor finishes on high-traffic areas after many years of use, faded paintwork, and minor marks from hanging pictures. It does not include: holes in walls, water damage caused by the tenant's negligence, pet damage, burns, broken glass, or damage beyond what would be expected from reasonable use.
When must the security deposit be returned?
Swiss law requires the landlord to return the security deposit (Mietkaution / depot de garantie) within a reasonable period after the tenancy ends, typically within 30 days if no defects are in dispute. If the landlord wishes to retain part of the deposit to cover damages, they must notify the tenant in writing and provide documentation. The deposit is held in a blocked bank account in the tenant's name and earns interest.
Is the handover protocol mandatory?
While not explicitly mandatory, a handover protocol is strongly advisable and industry-standard practice in Switzerland. Without a documented protocol, it is extremely difficult for either party to prove the condition of the property at the time of handover. Courts typically apply the principle that undocumented defects are assumed to be the landlord's responsibility.
What if the tenant disagrees with entries in the protocol?
The tenant has the right to note disagreements directly on the protocol before signing. Adding a written objection (e.g., 'I do not agree with the damage assessment for the kitchen floor') preserves the tenant's rights while still completing the handover. The tenant should request a copy of the signed protocol immediately.
How long should the protocol be retained?
Both parties should retain the signed protocol for at least five years after the end of the tenancy, as limitation periods for tenancy-related claims can extend several years. Digital copies with a clear timestamp are equally valid as paper originals.