Handover Protocol When Buying an Apartment in the Czech Republic: Keys, Meter Readings, Defects, and Apartment Condition
A handover protocol when buying an apartment, or an apartment handover protocol (předávací protokol), records the condition of the property at the exact moment when the seller physically hands it over to the buyer. It is not a formality requiring only a signature. A properly completed document shows which keys were received, what the meter readings were, what remained in the apartment, and what discrepancies with the contract or changes in condition were identified on the handover date.
The wording “the apartment was handed over without any comments” is particularly risky if, at the time of handover, there are discrepancies with the contract, agreed property is missing, or new damage has appeared after the contract was signed. Non-functioning blinds, a missing garage remote control, or a leak under the sink may seem like minor issues. After the document is signed, proving exactly when the problem arose becomes more difficult.
A good protocol should therefore answer not the question “was the apartment handed over or not,” but the more important question: what exactly did the buyer receive and in what condition.
When Is the Handover Protocol Signed When Buying an Apartment
The physical handover of the apartment and the transfer of ownership are separate events.
For real estate registered in a public register, ownership is acquired by recording the right in the real estate cadastre (katastr nemovitostí). This principle is established by the Czech Civil Code, in particular § 1105. The current version of the law is available in the state system e-Sbírka.
Receiving the keys alone therefore does not determine the moment when ownership is acquired.
The parties determine in the purchase agreement (kupní smlouva) exactly when the handover of the apartment in the Czech Republic should take place. For example, the agreement may provide for handover after the buyer is registered in the cadastre, after the purchase price is released from escrow, or within a certain number of days after another condition of the transaction has been fulfilled.
Before meeting the seller, open the agreement and check:
- the handover deadline;
- whether the apartment must be completely vacated;
- what equipment will remain;
- who pays the costs up to the handover date;
- which defects the seller has agreed to remedy;
- what happens if the handover is delayed.
It is advisable to agree on these issues before signing the purchase agreement. If the parties enter into a reservation agreement (rezervační smlouva), the list of property that will remain, known defects, and important handover conditions should ideally already be recorded in it or in an appendix. When assisting with a purchase, we help clients agree on these points in advance.
The current status of the cadastre entry can be checked through the official service of the Czech Office for Surveying, Mapping and Cadastre ČÚZK.
We explained more about the cadastre itself here.
What Should Be Included in an Apartment Handover Protocol
There is no universal government form suitable for every apartment. The protocol must be adapted to the specific property.
At a minimum, a useful apartment handover protocol should contain the following information:
| What We Record | What Exactly to Write Down |
|---|---|
| Property | address, apartment or unit number |
| Parties | seller and buyer |
| Handover | date and, if necessary, time |
| Condition | discrepancies with the agreement, new damage, and for a new build, identified defects |
| Equipment | comparison with the list in the agreement or appendix; appliances, furniture, and other items remaining |
| Electricity | meter number, reading, and both values if there are two tariffs |
| Gas | meter number and reading |
| Water | cold and hot water readings if individually metered |
| Access | number of keys, chips, cards, and remote controls |
| Documents | instructions, warranties, documents for equipment |
| Outstanding Issues | what the seller must complete or hand over and by what date |
| Attachments | photographs, equipment list |
| Confirmation | signatures of the parties |
It is not advisable to simply write “8 keys handed over.” A few months later, nobody will remember exactly what those keys were for.
A more useful wording is:
“Apartment – 3 keys, building entrance – 2 chips, mailbox – 2 keys, storage room – 1 key, garage door – 1 remote control.”
This takes one line but removes ambiguity.
Apartment Condition at Handover: What You Really Need to Check
The scope of the inspection depends on the property. On the secondary market, the main technical inspection should be carried out before signing the reservation or purchase agreement: visible defects that the buyer should have noticed with ordinary care when entering into the agreement generally do not entitle the buyer to make claims against the seller regarding such defects (§ 2103). Exceptions are possible if the seller expressly assured the buyer that there were no defects or deliberately concealed them.
When taking over a resale property, the buyer’s task is to compare the actual condition with the agreement, appendices, and previous inspection: check whether new damage has appeared, whether the agreed property is still present, and whether the seller has fulfilled their obligations.
A newly built property, especially one purchased before construction was completed, should be inspected in greater detail at handover because the completed property may not have been available for a full inspection before the agreement was signed. All identified defects and agreements on how they will be remedied should be recorded in the protocol. The following checklist is particularly useful when accepting a new build; for resale property, use it to monitor changes and compliance with the agreement.
Windows, Doors, and Surfaces
Open the windows and balcony doors. Check the locks, handles, blinds, and shutters. Inspect the floor near furniture and doors, where damage is easiest to miss during a normal viewing.
If the seller has already removed their belongings, pay attention to areas that were previously covered by cabinets, a sofa, or rugs.
Water and Plumbing
Turn on the taps, check the drainage, and look under sinks and washbasins. Signs of fresh moisture, drops around connections, or swollen material in a kitchen cabinet are better noticed before the protocol is signed.
Electricity and Equipment
Check the equipment included in the sale: hob, oven, extractor hood, built-in refrigerator, air conditioner, exterior blinds, thermostats.
If any device does not work, this must be recorded.
The wording “the appliances have defects” is weak.
The wording “the built-in Bosch dishwasher in the kitchen does not switch on” records a specific fact.
Defects at Apartment Handover: How to Record Them
First determine exactly what has been found. An obvious defect is generally one that the buyer should have recognized with ordinary care when entering into the agreement. A hidden defect could not have been identified during such an inspection and may appear later. The distinction depends on the circumstances, the characteristics of the property, and the buyer’s knowledge, so the issue is not always simply whether the defect is visible to the naked eye.
Poor:
“There is damage to the floor.”
Better:
“There is a scratch approximately 20 cm long on the laminate flooring in the bedroom near the balcony door.”
Poor:
“Problem with the water.”
Better:
“After the bathroom tap is closed, water continues to leak from the spout.”
If defects or new damage are discovered during the handover of a new build or when comparing a resale property with the agreement, take photographs and state in the protocol that the photographic documentation is an attachment to it.
If the agreement requires the seller to remedy a defect or the parties agree on this during handover, do not leave the wording “will be fixed later.” State the specific action, deadline, and arrangements for access to the apartment so the work can be carried out.
For example:
“The seller undertakes to replace the damaged balcony door handle no later than September 15, 2026.”
Do not sign the wording “the buyer accepts the apartment without any comments” if there are unrecorded discrepancies with the agreement, new damage, or defects in a new build at the time of handover.
In the case of a serious defect, the solution depends on the agreement and the specific situation. The buyer should not independently withhold part of the purchase price or introduce a new condition at the time of handover unless such a mechanism has already been provided for in the transaction documents.
For a hidden defect in a structure permanently connected to the land, § 2129 sets a maximum five-year period for notifying the seller. It runs from the acquisition of ownership, not from the handover of the keys. At the same time, the identified defect must be reported without undue delay after the buyer could have discovered it with sufficient care. The Czech Supreme Court confirmed this approach in decision 23 Cdo 506/2025. The five-year period is not a “warranty for the apartment” and does not mean that the seller is automatically liable for every problem (Czech Civil Code; Supreme Court decision).
If the seller acts as a business and the buyer as a consumer, and the defect appears within two years from the transfer of the risk of damage to the property, § 2129 establishes a rebuttable presumption that the property was already defective at that time unless the nature of the defect rules this out. This makes it easier to prove when the defect arose but does not override the rule in § 2103 concerning a defect that the buyer should have noticed when entering into the agreement.
Depending on the seriousness of the breach and the circumstances, the buyer may demand that the defect be remedied, request a proportionate reduction in the purchase price, or, in the event of a material breach, withdraw from the agreement (§§ 2106-2107). Repairs after handover are legally possible: the parties agree on access to the apartment for the work to be carried out.
Meter Readings at Apartment Handover
Meter readings should be recorded directly during the handover.
For each meter, record:
- the type of meter;
- its number;
- the current reading;
- the date the reading was taken.
For an electricity meter with high and low tariffs, both values must be recorded.
In addition, photograph the entire meter so that the image shows not only the figures but also the meter identification number.
Meter readings at apartment handover are important primarily because they separate the seller’s consumption from the buyer’s consumption.
The Czech Energy Regulatory Office ERÚ recommends recording the electricity and gas meter readings when the user of a property changes and using this information when transferring the contract with the supplier. Official information for consumers is published on the ERÚ website.
For water, the procedure for submitting readings may depend on the specific building, management organization, and billing system.
After signing the protocol, it is advisable to send a copy with the handover date and water meter readings to the management organization or the chairperson of the SVJ while also informing them of the change of ownership. The seller and buyer should agree in advance who will pay the advance payment for services for the month of handover: one party may pay the full amount, or the parties may divide the amount according to the actual days of use.
Do not automatically assume that the management organization will divide the annual settlement (vyúčtování) between the former and new owner. It is better to immediately request a separate allocation of costs for the year of handover and clarify whether this is possible in the specific building. If a separate calculation is not prepared, the protocol with the date and readings will help the parties independently allocate any overpayment or underpayment. The general rules for annual settlement are established by § 7 of Act No. 67/2013 Sb..
Handover of Keys When Buying an Apartment
The handover of keys when buying an apartment should cover all forms of access received by the new owner.
Check:
- the apartment entrance door;
- the building entrance;
- the mailbox;
- the basement or storage room;
- the garage;
- common areas;
- gates;
- electronic chips;
- access cards;
- remote controls.
In practical terms, it is important to receive at least one working means of access to every space transferred to the buyer: the apartment, storage room, garage, and other enclosed areas. If a key or remote control is missing, this should be recorded and the method of obtaining access should be agreed.
The answer to the question how many keys should be listed in the handover protocol is simple: state the number actually handed over, broken down by purpose. At the same time, it is impossible to guarantee that the seller knows about every copy ever made.
If one remote control or key is missing, that is also information for the protocol.
For example:
“The garage door remote control is missing on the handover date. The seller undertakes to hand it over to the buyer by September 20, 2026.”
Such a written record is more useful than a verbal agreement in the hallway.
After the purchase, it is sensible to replace the cylinder in the apartment entrance lock and the lock on your own storage room. Ask the management organization or SVJ about the conditions for obtaining additional keys, chips, and remote controls for common areas.
Do Not Forget the Property That Is Supposed to Remain in the Apartment
On the secondary market, disputes sometimes arise not because of the real estate itself but because of movable items. The list of property that will remain should therefore ideally be agreed before signing the reservation or purchase agreement and included in the agreement or an appendix.
The agreement or appendix may list:
- a built-in kitchen;
- a refrigerator;
- a washing machine;
- wardrobes;
- light fixtures;
- garden furniture;
- terrace equipment;
- a charger;
- smart home system equipment.
At handover, it is worth comparing what is actually present with the agreement or appendix and confirming in the protocol that the property has been handed over according to the list. If something is missing, identify the missing item and the seller’s subsequent obligation.
For expensive appliances, the model can be recorded. For complex equipment, you should obtain instructions, remote controls, cards, passwords, or other means of control if the device cannot be used normally without them.
How to Transfer Electricity and Gas After Buying an Apartment in the Czech Republic
Transferring energy contracts (přepis energií) means that the previous customer’s contract is terminated and the new owner enters into a contract for the same consumption point.
In practice, the sequence is as follows:
- Record the readings on the handover date.
- Photograph the meters.
- Obtain the necessary consumption point details.
- Contact the selected supplier.
- Enter into a new contract and provide the initial readings.
The supplier and the distributor are not the same thing. The customer can choose the supplier, while the distributor is determined by the territory. An explanation from ERÚ is available here.
Do not postpone the transfer for several weeks. The closer the new owner’s initial reading is to the seller’s recorded reading, the lower the likelihood of a dispute over who should pay for particular consumption.
7 Mistakes That Ruin a Good Handover Protocol
The most unpleasant problems usually arise not because a complex legal formulation is missing, but because of several simple mistakes.
1. Signing “without comments” even though there are discrepancies with the agreement, new damage, or defects in a new build.
All discrepancies identified during handover should be recorded.
2. Failing to open the appendix to the agreement containing the equipment list.
An empty space on the wall instead of the promised television is easier to notice than the absence of a separate component of an expensive system.
3. Recording only the meter figures without the meter number.
The number makes it possible to determine exactly which meter the reading relates to.
4. Taking photographs but not linking them to the protocol in any way.
It is better to state explicitly that the photographic documentation is an attachment.
5. Writing “all keys handed over.”
Record the number and purpose.
6. Accepting a promise that “we will bring it later” without a deadline.
If something is missing, state who must provide it and when.
7. Rushing.
A signature takes a few seconds. Resolving a disputed situation after handover can take considerably longer.
Apartment Handover Protocol in the Czech Republic: Practical Conclusion
The apartment handover is the last opportunity to calmly compare the agreement with reality.
Before signing, check four points: compliance with the agreement and condition, meters, access, and property. Then make sure that all agreed obligations of the seller that have not yet been fulfilled are recorded with a specific deadline.
The protocol itself does not replace a well-prepared agreement or a legal review of the transaction. Its purpose is different: to create an accurate snapshot of the property’s condition on the handover date.
When assisting with a real estate purchase, we at Get Home check not only the legal side of the transaction but also the practical stages that arise before and after the keys are received. More information about purchase assistance.
FAQ
What Should Be Included in an Apartment Handover Protocol?
The address and identification of the property, details of the parties, handover date, compliance of the apartment with the agreement, new damage or identified defects in a new build, meter readings and meter numbers, number of keys and other means of access, equipment being handed over, documents, and outstanding obligations of the seller. The document is signed by the parties at the end.
Should Meter Readings Be Included in the Handover Protocol?
Yes. Record the number of each meter and the actual reading. For electricity with two tariffs, both values should be recorded. It is also advisable to photograph the meters.
How Many Keys Should Be Listed in the Handover Protocol?
The actual number, broken down by purpose: apartment, building entrance, mailbox, storage room, garage. Check that there is at least one working means of access to each space being transferred. Chips, cards, and remote controls should be listed separately.
When Is the Handover Protocol Signed When Buying an Apartment?
At the actual handover of the property at the time specified in the agreement. Handover does not necessarily coincide with signing the purchase agreement or registering ownership, so the conditions of the specific transaction must be followed.
How Do You Transfer Electricity and Gas After Buying an Apartment in the Czech Republic?
First record the readings and meter numbers, then contact the supplier and enter into a contract for the new user of the consumption point. Information about changing suppliers and the division of roles between supplier and distributor is published by ERÚ.
What Should You Do If a Defect Is Found During Apartment Handover?
If it is a defect in a new build, new damage to a resale property, or a discrepancy with the agreement, describe it in the protocol as specifically as possible, take photographs, and do not sign wording stating that there are no comments. If the seller must remedy the problem, record the specific obligation, deadline, and access arrangements. A hidden defect discovered after the purchase must be reported to the seller without undue delay.