> For the complete documentation index, see [llms.txt](https://help.immodio.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.immodio.app/en-start/guides-group/handover-reports/create-an-empty-handover-protocol.md).

# Create an empty handover protocol

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#### Menu item Handover protocols

* Go to the menu item **"Handover Protocols"** and click on **"+ Create Handover Protocol"**.
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#### Rental unit

* Enter the property and unit for which you want to create a handover protocol.

<figure><img src="/files/g4GpMcPEiSEOT8DiJcsV" alt=""><figcaption></figcaption></figure>
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{% step %}

#### Occasion

* Select the appropriate occasion for the minutes to be created. The protocol will be adapted to your respective occasion.

<figure><img src="/files/Q3xxgSP2v6nZZ91ybK0o" alt=""><figcaption></figcaption></figure>
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#### Participants

* Add here all the people who will be present at the handover with their first and last names.\
  To do this, click on **"+ Add another participant",** to enter the name and function of the respective participant.
* In this step, add witnesses as well.

<figure><img src="/files/aSAuPZ3kXfPI54bbOu9T" alt=""><figcaption></figcaption></figure>
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#### Equipment from the previous tenant

* Document all items and equipment that the new tenant takes over from the previous tenant and remain in the unit. This also includes structural changes such as wallpaper, tenants' own floor coverings or extensions or conversions.
* This makes it clear that they are not part of the leased property and therefore there is **no maintenance or repair obligation** on the part of the landlord.

<figure><img src="/files/DjlWhn228BHWzwcNgMlv" alt=""><figcaption></figcaption></figure>
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{% step %}

#### Defects

<figure><img src="/files/FeIRWpGv0TLjiUqk7XmI" alt=""><figcaption></figcaption></figure>

In the **"Defects"** tab, you can see all **existing defects of the** unit.\
\
By default, **all defects are pre-selected with a checkmark** and thus appear in the **handover report**.

* **Deelect:** Uncheck the box next to the respective defect if you do not want it to be listed in the log.
* **Edit:** The **pen icon** allows you to adjust or update existing defects.
* **Add new:** Add **"+ Create Defect"** record new defects. These are automatically assigned to the unit and displayed in the log.
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{% step %}

#### Furnishing

<figure><img src="/files/PtQQT3Y2KU9X0A6orIiu" alt=""><figcaption></figcaption></figure>

In the **"Furnishing"** tab, you can see the options listed in the Unit deposited furniture.\
All furnishings are **pre-selected by default** and are thus displayed in the **handover protocol**.

* **Deelect:** Remove the **checkmark** if you don't want an item to appear in the log.
* **Edit:** The **pencil icon** allows you to adjust or add to existing entries.
* **Create New:** With **"+ Create Item"** add more pieces of furniture. These are automatically assigned to the unit and displayed in the log in the future.
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#### Record meter readings

<figure><img src="/files/ljvCs2C80KLJbd0HCB0X" alt=""><figcaption></figcaption></figure>

Here you enter all meter readings relevant to the **apartment handover** (e.g. water, heat, electricity).\
\
For each existing meter, the latest meter reading is automatically taken over in the **handover protocol**.

* **Record meter reading:** Click on **"Record meter reading"** to add a new meter reading.
* **Create meter:** Via **"Create meter"** you can enter additional meters (e.g. new electricity or water meter).
* **Edit:** The **pencil icon** can be used to adjust existing meter data.
* **Delete:** Use the **Trash icon** to remove counters that are no longer needed.
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{% step %}

#### Keys

<figure><img src="/files/Rwlqb74wgj8tDV8IeAOA" alt=""><figcaption></figcaption></figure>

Under **Key**, all in the unit deposited key (from the last handover).

* **Create key:** Enter new keys under **"+ Create key"**
* **Edit:** The **pen symbol** can be used to edit existing keys and their number.
* **Delete:** Use the **Trash icon** to remove keys that are no longer needed.
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{% step %}

#### Other agreements

* Enter further information about the handover here, e.g. individual arrangements, special instructions, deadlines for remedying defects or other relevant agreements between you as the landlord and your tenant.
* This information is documented in the handover protocol and serves as a binding supplement to the handover.
  {% endstep %}

{% step %}

#### Draft and signature

* You will now see the **draft handover protocol** and can review the information together with all participants.
* By clicking on **"Next"** you start the **signature process**.
* Click on the **name of the participant** and share your **mobile device** for digital signature. The participant can either sign or refuse to sign.

<figure><img src="/files/guvDIh2bKTSoqNsWEndx" alt=""><figcaption></figcaption></figure>

<details>

<summary><strong>Click on "Sign"</strong></summary>

* If the participant agrees with the content of the handover protocol, he or she confirms that he or she has read the privacy policy and signs in the signature field provided.
* By clicking on the **"Sign"** button, the signature will be adopted.

<figure><img src="/files/GebDOLc0NANrkE9JwPhH" alt=""><figcaption></figcaption></figure>

</details>

<details>

<summary><strong>Click on "Without signature"</strong></summary>

* If a participant refuses to sign or is not present in person, the **"Without signature"** button can be selected.
* In this case, a reason for the missing or refused signature must be provided, which will be documented in the protocol.
* Optionally, the reason can be explained in more detail in a free text field.
* By clicking on **"Confirm"** the process is completed and the participant is noted in the protocol without signature.

<figure><img src="/files/Zh7jedClWlC6UuQvMiF9" alt=""><figcaption></figcaption></figure>

</details>

* After the signature (or refusal to sign) of all parties involved, the finished protocol is automatically created and can be viewed and downloaded under the menu item **"Handover protocols"** or in the respective tenancy.

{% hint style="info" %}
In that case, since the transfer protocol does not arise from a tenancy has been created, the handover protocol is **not** automatically transferred to the tenant's tenant portal. To enable an automatic transfer, please create the handover protocol directly in the corresponding tenancy.
{% endhint %}
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