Create handover protocol from tenancy agreement

If a tenancy has the status "Signed", "Rented", "Terminated" or "Ended", a button "Create handover protocol" will appear in the bottom right corner by clicking on the tenancy. By clicking on the button, you will be taken to the handover protocol wizard, which will guide you step by step through all the relevant points of your apartment handover.

1

Tenancy Documents

• Via the menu item "Tenancies" select the desired tenancy for which you would like to document a handover.

• Then click on the "Documents" tab within the tenancy. In the folder "Handover Protocols" click on the button "Create Handover Protocol".

2

Occasion

• Select the appropriate occasion for the minutes to be created.

• The protocol is automatically adapted to your respective occasion.

3

Participants

• Add here all the people who will be present at the handover.

• To do this, click on "+ Add another participant" and enter the name and function of the respective participant.

• In this step, you can also add possible witnesses.

• After you have entered all participants, click on "Continue".

By clicking on a participant, he or she will be marked as present or absent. Only participants present will be listed in the handover protocol and can then sign the protocol digitally.

4

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.

5

Defects

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.

6

Furnishing

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.

7

Record meter readings

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.

8

Keys

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.

9

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.

10

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.

Click on "Sign"

• 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.

Click on "Without signature"

• 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.

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

Transmission of the handover protocol to your tenant

After completion of the handover of the apartment, the signed handover protocol is automatically transmitted to the tenant, provided that the tenant registers in the tenant portal is registered. The protocol is then made available directly in the tenant portal in the respective tenancy. In addition, the tenant will be informed by e-mail if he has already confirmed his e-mail address.

The transfer takes place regardless of whether the tenant is already registered in the tenant portal at the time of the handover of the apartment or is only invited to the tenant portal after the handover. As soon as there is appropriate access to the tenant portal, the handover protocol is automatically synchronized and made available in the tenant portal.

Further information on the invitation to the tenant portal can be found here.