Importance of the return protocol in tenancy law
At the end of a tenancy, the flat must be returned to the landlord. Contrary to popular belief, a joint return date with a handover protocol is not mandatory by law, but such a protocol is Return protocol extremely useful. It documents the condition of the rented flat at the time of Flat return and serves as important evidence in Tenancy Law. A recent judgement by the Essen Regional Court (LG) dated 12 December 2024 (Ref. 10 S 147/23) underlines the importance of careful documentation: a detailed return protocol signed by both parties can help to avoid disputes over Rental defects and damage from the outset. Both Landlord as well as Tenant should be aware of their Rights and obligations be aware of this and pay attention to comprehensive, transparent documentation when handing over the flat in order to ensure their respective Tenant rights resp. Landlord rights to preserve.
Facts: The case before the Essen Regional Court
In the case decided, the landlord demanded compensation from his former tenants for alleged defects and omitted Cosmetic repairs after they move out. Important: The flat was rented to the tenants at the beginning unrenovated had been handed over. When the tenant moved out, an inspection of the flat took place, during which a return protocol (handover protocol) was drawn up and the condition of the flat was recorded. The Bottrop Local Court dismissed the landlord's claim at first instance as the claims asserted were not sufficiently substantiated. The landlord appealed against this decision to the Essen Regional Court.
The Essen Regional Court ultimately confirmed the judgement of the court of first instance and dismissed the landlord's appeal. In its reasoning, the court emphasised that the landlord bears the burden of proof that any damage was actually caused by the tenant. Although a handover or return protocol can serve as evidence for the landlord, it depends on its specific content and accuracy. Above all, however, the Essen Regional Court emphasised three key statements that are important for Renovation obligations and the legal effect of return protocols are decisive.
No renovation obligation for unrenovated flat handover
A key finding of the judgement is: If the flat was left unrenovated when moving in, the tenant does not have to renovate when moving out. The Regional Court of Essen clarified that in such cases a contractually agreed Obligation to renovate (e.g. through a cosmetic repair clause in the tenancy agreement) is invalid. This case law is in line with the consistent line of the Federal Court of Justice: back in 2015, the Federal Court of Justice ruled that Final renovation clauses in the Rental agreement unreasonably disadvantage the tenant and are therefore ineffective if the flat is to be rented to the tenant. unrenovated or was handed over in need of renovation. Otherwise the tenant would have to remove the traces of use of the previous tenant, which is not reasonable.
In the present case, this meant that as the tenants had originally received the flat unrenovated, the landlord could not expect them to pay any rent when they moved out. Cosmetic repairs even a corresponding clause in the tenancy agreement could not have effectively obliged them to carry out the final renovation. Tenants can therefore rely on the fact that they can return an unrenovated flat essentially without renovation, unless an effective agreement to the contrary has been made.
Binding effect of the return protocol
The Essen Regional Court also recognised the considerable Evidential value and binding effect of a jointly prepared return protocol is emphasised. If a protocol is recorded and signed jointly by the landlord and tenant when the flat is returned, its findings are generally binding for both parties. In concrete terms, this means Defects or damage recorded in the protocol signed by both parties shall be deemed recognised and bindingly established. In legal terms, this is referred to as a declaratory acknowledgement of debt - Both parties bindingly confirm the recorded condition of the rented property.
In practice, this means that if the protocol notes, for example, that the tenant still has certain Cosmetic repairs or pay a sum of money for damages, this obligation is later enforceable, as it was effectively agreed. Likewise, the Tenant The customer cannot later dispute that an item noted as damaged in the report was actually damaged when it was returned, as he has confirmed this with his signature. Conversely, the Landlord With his or her signature, the tenant indicates that all items not listed in the protocol have been handed over in proper condition. A handover protocol signed by both parties therefore has a high probative value; if one party wishes to deviate from the protocol at a later date, this is very difficult to do.
Exclusion of further claims without a protocol note
Inseparably linked to the binding effect is the principle that subsequent claims are excluded if they were not reserved or recorded in the return protocol. The Regional Court of Essen expressly clarified: What is not is listed as a defect is deemed to have been returned in accordance with the contract. In other words: Defects that have not been recorded can no longer be claimed retrospectively.
If the parties have recorded the overall condition of the rental property in the protocol and only agreed certain obligations of the tenant (e.g. minor repairs or cleaning), this restriction is generally to be seen as a waiver of further claims. The landlord can therefore no longer demand compensation for damages or defects that were recognisable when the flat was handed over but were not noted in the protocol. Conversely, the tenant no longer needs to fear any claims for points that were not recorded - they are deemed to have been accepted by the landlord. It is therefore important for both parties to record all relevant points in the minutes, as this document ultimately constitutes the Framework of reciprocal rights and obligations defined.
Tips for tenants: Tenants' rights in the return protocol
As a tenant, you can protect your rights and avoid being held liable for defects you did not cause by adopting prudent behaviour when returning the flat. Here are some recommendations for action:
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Request a detailed protocol: Insist on a joint handover or return protocol at the time of handover. Flat return. Make sure that all existing Rental defects and damage must be recorded in detail in the report. Anything that is not included in the report cannot be charged to you later.
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No hasty acknowledgements: Do not sign anything in the minutes that attributes blanket responsibility to you for damage that you did not cause. Dispute unclear allegations or add a reservation if disputed points are listed. You are not obliged to confirm without further ado that a certain defect "occurred during the rental period".
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Knowledge of the obligation to renovate: Do you know your rights with regard to Cosmetic repairs. If you have taken over the flat unrenovated, according to case law there is no need to renovate it when you move out - even if the Rental agreement contains a renovation clause. Such a clause would be ineffective and the landlord cannot demand improvements.
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Own preservation of evidence: To be on the safe side, document the condition of the flat yourself when you move out. Take photos of each room and any obvious defects and keep a copy of the signed return protocol. This way, you will be prepared in case the landlord later raises claims or presents the condition differently.
Tips for landlords: Landlord rights in the return protocol
Landlords should also use the return protocol strategically to safeguard their rights and avoid disputes later on. Here are some tips on what landlords should look out for:
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It is essential to prepare a protocol: Always insist on a joint return protocol and keep a record of the return. all identified damage and Defects in writing when you hand over the flat. Remember: Only what is recorded in the protocol can be used later as Compensation for damages from the tenant. Under no circumstances should you do without a protocol, as otherwise you will lack important evidence.
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Detailed damage assessment: Describe any damage as precisely as possible (e.g. "Deep scratch in the parquet flooring in the living room, approx. 10 cm long" instead of just "Floor scratched"). The more specific the details in the protocol are, the better your claim can be substantiated later. General or unclear formulations, on the other hand, are usually not sufficient as evidence.
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Do not leave any unresolved points open: Avoid gaps in the protocol. If you only include certain obligations of the tenant (such as the execution of individual repairs or a payment), the protocol will be considered a final regulation in case of doubt - further claims due to other defects are then excluded. You should therefore include all the points complained about in the protocol, or make an express reservation if you wish to reserve the right to make certain claims.
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Use effective contractual clauses: Check your Rental agreements regarding Cosmetic repairs. If the tenancy agreement contains clauses that oblige the tenant to renovate when moving out, even though the flat was handed over unrenovated, such clauses are legally ineffective. Do not rely solely on rigid contractual clauses. It is better to make alternative agreements in the event of an unrenovated handover (e.g. an initial rent reduction or an agreement as to which decorative repairs the tenant will voluntarily undertake when moving out).
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Preservation of evidence in case of refusal: If the tenant refuses to co-operate with the protocol or does not sign it, document the condition of the flat as well as possible. Take photos of all rooms and damage and, if necessary, call in witnesses (such as a neutral third party or caretaker). Get a written receipt for the return of the keys. This will at least provide you with evidence to prove the condition of the rented premises in the event of a dispute.
Conclusion
The judgement of the Essen Regional Court of 12 December 2024 is an example of how important a carefully prepared return protocol is for both tenants. On the one hand, it confirms that Tenant in the case of a flat that has not been renovated. On the other hand, the decision makes it clear that a signed Handover protocol has an enormous effect in tenancy law: What is agreed and documented there forms the basis for all further rights and obligations under the lease. Flat return. Landlords and tenants are therefore well advised to work closely together when handing over the flat and to record the condition of the rented property in detail. This way, both sides can Tenant rights resp. Landlord rights and avoid unnecessary disputes about Rental defects or Cosmetic repairs Avoidance. Overall, a comprehensive return protocol ensures clear conditions - in the sense of a fair and legally secure handling of the tenancy.