How to work with the Handover/Takeover Protocol?

• Template (form) of a handover or takeover protocol
• What to do with signed protocols?

One of the steps in handing over your property in person (and taking it back from the tenant in person) is the signing of the handover and takeover protocol. These protocols are an important part of the whole process both for record-keeping of the handing/taking over of your property, which can help prevent issues. If you are also using the Rental Insurance for Landlords, these documents can serve as a great support of your case.

Template (form) of a handover or takeover protocol

The template of the handover and takeover protocol can be found directly In the My Rentals app.

1. Click on your name in the top right corner to get to the My Profile section. Then in the left menu, select the Documents option.
2. Here, in the Handover and takeover protocol folder, you’ll find the documents in different languages and formats.

Please print out both protocols and when you are handing/taking your property over, fill it in and sign it together with the tenant. We recommend filling in all information that’s worth noting including the ones that the tenant requests (typically dents in furniture or equipment).

It's also necessary to support the protocols with photographs of the accommodation (with a timestamp) ideally made on the day when the property is handed/taken over.

If any damage occurred during the tenant's stay, don’t forget to document the damage together with a solution in the takeover protocol during the takeover of the housing back from the tenant.

There are 3 ways how to handle the next process, depending on your profile settings:

• If Flatio’s Rental Insurance was applied to this reservation, you should send all of the supporting documentation directly to AXA Assistance who will take care of the case. 
• If a deposit was collected, you can use the deposit to cover the costs for repairs. However, please note that the calculation must be also stated on the deposit settlement that you are obliged to provide the tenant.
• If the reservation was not covered by the Rental Insurance or a deposit, you can agree with the tenant on the compensation. Please note that the payment needs to be handled directly between the two of you. 

What to do with signed protocols?

Keep the printed and signed protocols in a safe place. You can also choose to upload the digital copy (whether as a scan or a photograph) directly to each individual tenant in the My Rentals app.

1. Open the Tenants section and select the specific tenant (by clicking their name).
2. In the submenu, found at the top under the tenant’s photograph and phone number, select the Agreements option.
3. Click on Detail of the relevant agreement. 
4. Here, in the Uploaded files section, click the green button with the + icon.
5.  In the now displayed form select the File type (Handover protocol (move-in) or Takeover protocol (move-out)) and the specific File. By clicking the Choose file button you can search for the digital copy of your protocol in your computer.
6. The sections File name and Note do not have to be filled in but doing so helps organize your agreements.
7. Save this process by clicking Save.