Handover protocol template · fully customizable
Digital handover protocol.
Record the condition on site.
Get it signed by both sides right away.
- For property managers & landlords
- Web portal plus app for iOS & Android
Try free for 14 days · then choose the right plan
Fully customizableHandover protocol
Signature tenant · Signature landlord
Handover Protocol
Rooms, defects, meter readings, keys & 2 signatures · PDF & Excel
View preview →Everything for the apartment handover.
All in one template.
The Formtastic “Handover Protocol” template is the starting point for your digital handover protocol at move-in and move-out. Adapt the fields for rental property, contract data, rooms, defects, meter readings, keys and signatures to the way your property management works.
- Match apartment and contract clearlyAddress, floor, location, rental agreement number and tenant go into fixed fields. At move-out, the tenant’s new address is added.
- Check every room separatelyRooms are ticked off. You record defects per room with component, description and photo, or note that no defects were found.
- Meter readings and keys as a listMeter type, meter number and reading, plus every key with its number, handed over at move-in or returned at move-out.
- Get it signed by both sides on siteThe tenant’s side and the landlord’s side sign directly on the device before you leave the apartment.
After signing up for free, select the template in the Form Designer and adapt it to your property management.
Your existing handover protocol — digital and customizable without coding.
Create a new digital handover protocol in the Formtastic web portal or carry over the layout of your current paper, PDF or Word form. Fields and workflows can be adjusted with drag & drop in the Form Designer.
Edit form template
Prepare in the web portal.
Record in the apartment. Process in the office.
The digital handover protocol combines central template management in the web portal with mobile capture in the apartment. After syncing, the data is ready in the office as a PDF and for Excel export.
- Prepare
Set up the handover protocol in the web portal
Select the “Handover Protocol” template, adjust rooms and fields in the Form Designer, add your logo or carry over your existing form digitally.
- Record on site
Document the handover on mobile – even offline
Employees fill in the protocol in the Formtastic app for iOS or Android, photograph defects and have the tenant and the landlord’s representative sign right in the apartment. Forms that are already on the device can also be completed without an internet connection.
- Continue in the office
Provide the handover protocol as PDF and Excel
As soon as an internet connection is available again, the data is synced. The protocol can then be sent as a PDF by email and the captured data exported as an Excel file.
Recording protocols on site. In everyday use.
“Even during onboarding, it was clear how versatile and user-friendly Formtastic is. It noticeably makes our day-to-day work easier.”
Then we’ll set up your first digital handover protocol for free.
Send us your existing handover protocol as a paper form, PDF, Word file or photo. We recreate the layout and the fields you need in Formtastic and set up your first digital template, ready for your team to use.
A plan for every team size.
Start with the features your workflow needs. You can switch to a larger plan at any time.
Solo
Billed annually: €24/month
For individual users who manage digital forms, jobs and records themselves.
- Unlimited templates, jobs and PDFs
- Offline mode and multilingual forms
- PDF, Excel, CSV and media export
- Optional Solo Premium: email sender & Smart Import
Team
Billed annually: €82/month
For small teams that assign forms, work on them together and review them.
- Everything in the Solo base plan
- 5 users included
- Form assignment & review
- Role & permission management
- Custom email sender & Smart Import
Enterprise
Billed annually: €124/month
For companies with larger teams and growing digital workflows.
- Everything in Team
- 10 users included
- All business features included
- Additional users €10/month per licence
- Additional licence costs capped at €500/month
All prices plus statutory VAT · With annual billing, 2 months of the base plan are free.
Questions about the digital handover protocol with Formtastic
Clear answers on use cases, photos, signatures, offline capture and export.
What belongs in an apartment handover protocol?
The date, the people present, the apartment and contract data, every room and its condition, all defects with description and photo, the meter readings, the keys handed over and the signatures of both sides. You’ll find the detailed checklist in our guide Documenting apartment handovers.
Is a handover protocol mandatory?
Under German law, no. Without a protocol, however, it is hard to prove the condition in which the apartment was handed over. In Germany, the landlord’s claims for changes or deterioration also become time-barred six months after the apartment is returned (Section 548 BGB). This is not legal advice.
Is there a Word, Excel or PDF template for the handover protocol?
Formtastic is not a template to print out but a digital form for smartphone, tablet and browser. You still get the result as a PDF or Word file, in your own layout with your logo if you wish, and the data as an Excel file too. We can convert your current Word or PDF form into a digital template for you.
Can the tenant and landlord sign right on site?
Yes. The template contains two signature fields, for the tenant’s side and the landlord’s side. Signing takes place directly on the smartphone or tablet; further signatures, for example from a witness, can be added.
Can I attach photos of defects?
Yes. Each defect has a photo field. Photos are taken with the app and appear in the PDF next to the defect.
Can I try Formtastic free for 14 days?
Yes. You can try Formtastic free for 14 days. To keep using it, you then choose a paid plan. Current features and terms are on the pricing page.
Does the handover protocol work without internet?
Yes. Forms that are already on the device can be filled in offline in the Formtastic mobile app for iOS and Android. As soon as an internet connection is available again, the data is synced. A connection is needed for the transfer to the web portal and for automatic delivery.
Can I use my existing handover protocol?
Yes. You can adapt the “Handover Protocol” template in the Form Designer or use your existing paper, PDF or Word handover protocol as the basis. Formtastic helps you set up your first digital template free of charge.
How does the protocol get to the office and the tenant?
After syncing, the data is available in the web portal. Depending on the template settings, the handover protocol is sent as a PDF or Word file by email, for example to the property management and to the tenant. The data can also be exported as an Excel file.
Document apartment handovers digitally. No retyping.
Set up the customizable handover protocol template in the web portal, record rooms, defects, meter readings and keys in the apartment and make the signed protocol available in the office as a PDF after syncing.
Try free for 14 days · then choose the right plan · get your first template set up for free