> 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/anleitung/mietverhaltnisse/mietverhaltnis-ubersicht/dokumente-mietverhaltnis.md). # Documents (tenancy) This page explains the "Documents" tab within a tenancy.
In the **"Documents"** tab you see all documents and paperwork assigned to the tenancy concerned. All documents in the "**Automatically generated**" folder in the tenancy are made available to your tenant automatically in the tenant portal, provided they have access (you can find more information on invitations to the tenant portal here). The documents in the "**Further documents**" folder are **not** shared with your tenant. This folder serves your internal administration for all documents relating to the tenancy. *** ### **Overview of the documents generated automatically when the rental agreement is created** When a new tenancy is created, the following documents are transferred into the tenancy. Make sure your tenant has access to the tenant portal so that they can view them themselves. Alternatively you can download all documents and send them to your tenant by email, for example. **1. Rental agreement (draft)** Once you have created the draft contract, it is made available to your tenant. The tenant can view the rental agreement and then sign it digitally. The contract has to be signed by all tenants. It is sufficient for one of the tenants to be linked to a tenant portal, since all tenants can sign through one account. **2. Rental agreement** Once it has been signed by all tenants and by you as the landlord, estate agent or manager, all parties receive the final version of the rental agreement including all signatures in the tenancy. **3. House rules (optional)** Provided house rules are stored in the property or were added accordingly in the rental agreement assistant, they are transferred to the tenant automatically. They are therefore binding and part of the rental agreement. If they are not provided digitally, point the tenant to the corresponding notices displayed in the property. **4. Landlord confirmation of residence** This is generated for you as the landlord immediately after you sign, but is only made available to the tenant automatically in the tenant portal **at the start of the tenancy**. As a landlord you are legally obliged to provide the tenant with a confirmation of residence after they move in. The tenant needs the confirmation of residence to register their address with the registration authority, which is a legal requirement under Section 17 of the German Federal Registration Act (BMG). **5. Data protection notice** Immodio supports you in fulfilling your statutory information obligations and automatically provides the tenant with a personalised data protection notice in the tenant portal when the rental agreement is signed. It contains your details as the controller under data protection law, your contact details and information on the processing of data within the existing tenancy, and ensures that the tenant receives the information legally required under Article 13 GDPR. {% hint style="danger" %} The data protection notice provided by Immodio is intended as a standard solution and does not replace individual legal advice or a data protection notice tailored to the specific case. As the landlord you remain responsible yourself for processing personal data properly and informing your tenants correctly about the data processing. Please therefore check on your own responsibility whether the data protection notice provided is sufficient for your specific case or whether individual adjustment is required. {% endhint %} **6. The brochure "Heating and ventilating correctly"** This brochure is created for your tenant automatically by Immodio and is part of the rental agreement. It informs the tenant about correct ventilation behaviour and helps prevent mould. **7. Right of withdrawal notice** Immodio automatically provides the tenant with a right of withdrawal notice in the tenant portal once the contract has been signed. As the landlord you are responsible for checking whether it was created and transferred correctly. {% hint style="danger" %} **Important:** If the tenant was not informed, or not informed correctly, the withdrawal period only begins when they receive the proper notice and ends at the latest 12 months and 14 days after the contract was concluded, under Section 356 (3) sentence 2 BGB. In that case the tenant could live in the apartment free of charge for over a year. {% endhint %} **8. House share rules (optional)** When creating a shared apartment rental agreement you can store house share rules in the assistant. Provided they were added accordingly in the rental agreement assistant, they are transferred to the tenant's tenant portal automatically. They are therefore binding and part of the rental agreement. *** ### Handover reports
Under **"Handover reports"** you can: * create a digital handover report, or * upload a report that already exists. If you create a new digital **handover report** directly from the tenancy, it is transferred to the tenant's tenant portal automatically once all parties have signed. In the handover report you document the condition of the apartment, the meter readings and any defects. An existing handover report is part of the rental agreement. {% hint style="info" %} You can find more information on the digital Immodio handover report **here**. {% endhint %}