For private landlords

The handover report that documents with evidence — not just filed away

A structured handover report on your phone: meter readings, key list, condition room by room — defects captured with a photo on the spot. Everything in one place, even if the deposit question only comes in three years.

Start your report form
What gets recorded?

3+ Jahre later, every photo still traceable to the right handover — when it matters

Recognise this handover?

The PDF copied from somewhere

The report template comes from a forum or a colleague — half fitting, filled in by hand, illegible in the end. Whether it covers all the points that matter for your flat, you only notice when one is missing.

Meter readings and keys left vague

The electricity meter is in the basement, the note with the reading gets lost, and whether three or four keys were handed over "nobody quite remembers". Every gap takes its revenge at service-charge time and at move-out.

Defect photos without context

You photograph the stain in the carpet — and three years later the picture sits somewhere in your photo library, without context, room assignment or any link to the report. As evidence in a deposit dispute it is close to worthless.

How you document with Questee

  1. 1

    Your report, your flat

    You create the report form once — tailored to your flat: rooms, meter numbers, key types. AI generation delivers a complete skeleton with meter, key and defect sections in 30 seconds.

  2. 2

    Walk through it together at handover

    You open the form on your phone and go through it with the tenant: room by room, one item per screen. Type meter readings at the meter, photograph and upload every defect immediately, count and record the keys together.

  3. 3

    Filed with evidence — for years

    On submission the report is complete and filed: every entry, every photo attached to its item, with a submission timestamp. You find every handover in your dashboard — even if the deposit question only arises years later.

Everything a clean handover needs

Defect photos per room

Every defect is photographed and stored where it is documented — not loose in your photo library.

Meter readings & key list

Dedicated sections for electricity, gas, water and every key type — nothing stays "roughly".

Conditional logic

Defect details and photo upload only appear for "defect present" — otherwise you move on quickly.

Draft saving

Handover takes longer than planned? Pause and continue via the same link.

Report by email

After submission you automatically receive the summary in your inbox — ready to file.

GDPR & German hosting

Tenant data and flat photos stay on German servers — not in the US cloud.

Two flats do not need professional software

The Free plan is plenty for private landlords: 3 forms, 100 responses/month, at no cost. Pro (€12/month, €9/month annually) is worth it if you want more forms or your own branding.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

View all plans

Questions from private landlords

Is a digital handover report usable in court?
A handover report has no statutory form — it is evidence whose weight depends on completeness and traceability. A structured report with meter readings, a key list and photos with submission timestamps is far more robust than a faded sheet of paper. Important: walk through the report together with the tenant; you can still collect an additional signature on a printout.
What should the report cover?
The proven structure: date and attendees, meter readings (electricity, gas, water, heat meters if present) with meter numbers, a complete key list with counts, then room by room the condition of walls, floors, windows, doors and fittings — each defect with a photo. Plus special agreements, e.g. on decorative repairs or items left behind.
Why not just the free PDF from a tenants' association?
The PDF beats nothing — but it separates report and photos, is awkward to fill in on a phone and ends up as paper in a folder you will be hunting for in three years. The digital form binds entries and photos inseparably, guides you through every item (nothing gets forgotten) and is findable at any time. The effort at handover is the same — the result is not.
Where do the data and photos live — GDPR-wise?
Exclusively on servers in Germany, transferred encrypted and stored separately from other users. As a landlord you process your tenants' personal data — with German hosting and the provided Art. 28 GDPR DPA you are on solid ground, without having to deal with US-cloud transfers.
Can the tenant see the report too?
The simplest practice: you go through the report together on the phone at handover, and afterwards send the tenant the summary — transparency that defuses later disputes from the start. If you like, print the report as well and have it countersigned the classic way.
Is the free plan enough for me as a private landlord?
Usually yes: 3 forms and 100 responses per month easily cover move-in, move-out and, say, a damage report across several flats — handovers are rare events after all. You only need Pro if you manage many properties or want the form under your own logo.
Can I use the same form for move-in and move-out?
Yes — a "move-in or move-out" choice at the start is enough. Conditional logic then only shows move-out-specific items such as the return of all keys or the comparison with the move-in report. One single form for the whole tenancy cycle.

Your next handover is cleanly documented in 20 minutes

Create the form, walk through it on your phone at handover, file it with evidence. Free — no catch.

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