A handover protocol is an important appendix to a lease agreement and protects the landlord’s property if furnishings are damaged, the tenant becomes subject to enforcement proceedings or an insurance claim needs to be reported to the insurer.
When is it useful?
A flat handover protocol specifies in detail the furnishings, condition of the property and meters, as well as other details for which there is no room in the lease agreement. However, most landlords underestimate its importance and draw it up hastily only when signing the lease agreement. It is therefore no surprise when even basic items, such as keys or some flat furnishings, are omitted from the protocol. Our handover protocol template includes everything you need to consider.
A handover protocol is prepared when a property is handed over or returned. Both protocols record the same information, and comparing them serves primarily to check the condition of the property and its furnishings. If you are letting an entire house, the handover protocol will be considerably more extensive.
Family houses are generally larger than flats and include additional areas such as a garden or garage. Go through each part of the house and ideally divide the handover protocol by room so that you do not overlook anything important.
Did you know that keys are the item most often forgotten in handover protocols? When letting a flat, describe not only the keys to the flat and main entrance, but also those for the letterbox and shared areas, such as the pram room or drying room.
We recommend preparing and reviewing a handover protocol with the tenant when ending the tenancy as well. You can either prepare a new protocol at the end of the tenancy or add the necessary information to the original one. Remember to record the meter readings again, as these will serve as the basis for the annual statement of utilities. If any furnishings have been damaged, list the resulting damage in the protocol and quantify the amount the tenant will pay, most often from the security deposit.
At the end of the tenancy, the protocol records when and in what condition you took the flat back. The flat is deemed returned when the landlord receives the keys and nothing prevents them from accessing the flat (§ 2292 of the Civil Code). Therefore, record the handover date precisely.
The tenant returns the flat in the condition in which they received it, taking into account normal wear and tear from ordinary use and defects that the landlord is obliged to remedy (§ 2293). The law does not set a precise threshold; the following examples are for guidance only.
| Area | Usually normal wear and tear | Usually damage |
|---|---|---|
| Walls | Slightly faded or greyed paintwork after several years | Holes from wall plugs beyond what was agreed, graffiti, mould caused by insufficient ventilation |
| Floors | Minor scratches in areas of foot traffic | Deep scratches, burn marks, swelling caused by spilled water |
| Furnishings | Wear and tear consistent with the age of the appliance | Broken glass, damaged doors, missing components |
| Bathroom | Grout discoloured after years of use | Cracked washbasin, damaged tap |
Alterations made by the tenant without the landlord’s consent must be removed at the end of the tenancy unless the landlord states that this is not required (§ 2293 para. 3). For alterations made with consent, this applies only if you agreed that the property would be returned to its original condition.
Record in the protocol that they refused to sign and attach dated photographs. A witness who signs the protocol can help. Send a copy to the tenant by recorded delivery or email and invite them to comment on the record. Do not throw away any items they have left in the flat: if they do not collect them without undue delay, you may sell them at their expense after giving notice and an additional deadline (§ 2296).
Return the security deposit at the end of the tenancy. You may deduct anything the tenant owes you under the tenancy, while the tenant is entitled to interest at least at the statutory rate (§ 2254 para. 2). Documented damage beyond normal wear and tear and any rent arrears should therefore be quantified in the protocol or shortly afterwards. The calculation of interest is explained in the article interest on the security deposit. If the tenancy ends by notice, the procedure and deadlines are summarised on the termination of tenancy page.
Legal status: Civil Code and Act No. 67/2013 Coll., as effective from 1. 1. 2026, verified in the e-Sbírka on 27. 10. 2026.
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