Handover protocol when buying a flat

The final purchase of a flat or house is the stage that crowns a long process. Before finally receiving the keys to the flat, we should carefully verify its technical condition. A handover protocol when buying a flat is proof that the sale listing matches the actual condition of the premises, and neither party should neglect it.

What is this document?

It is a confirmation of the actual technical condition of the property being sold. Many people who decide to sell premises forget about this important document, which ultimately verifies that the listing matches the actual condition of the property. As buyers, we should make sure that the handover protocol in the sale documentation has been drawn up correctly. This way we will avoid unpleasant surprises after the move.

The protocol describes the general condition of the flat and the meter readings at the time of handover. The document may be used in pursuing claims if defects are discovered of which the seller of the premises did not inform us before concluding the agreement. What should the protocol contain?

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A well-drawn-up handover protocol for residential premises

Below we present the most important information that should be included in the document. Let us remember that it should be prepared in two identical copies, one for each party. By following the guidelines presented in the rest of the article, we will avoid unpleasant surprises and gain the certainty that we are making a fully considered purchase of a flat. A well-drawn-up protocol should include information such as:

• An indication of which premises the protocol concerns.
• A reference to the notarial deed (akt notarialny) confirming the purchase or sale of the property.
• The number of sets of keys handed over, broken down by function. We note separately the sets of keys to the entrance door, cellar, garage, etc.
• A detailed description of the technical condition of the flat. The condition of the plumbing, gas supply, electrical wiring and ventilation must be checked carefully. We must also be sure to check the condition of the walls, ceilings, windows and doors. The protocol should contain a note on the degree of wear of the flat's fixtures and fittings. When buying a house, we should closely check the technical condition of the exterior façade and the watertightness of the roof.
• Photographs documenting the visual condition of the flat.
• An inventory of the flat's fittings, broken down by individual rooms, e.g. kitchen and bathroom equipment.
• The readings of all meters. The seller should state the consumption of gas, electricity, and hot and cold water. This item in the protocol is important for future utility providers. It is also worth paying attention to earlier payments for utilities.
• The date the protocol was drawn up and space for the signatures of both parties.

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Remember before you sign

Attaching proof of the status of charges is an excellent supplement to the handover protocol. This gives us the certainty that there are no additional outstanding arrears on the property. If we discover defects, the date of their repair should be noted in the protocol.

A correctly completed handover protocol is protection for the future and an important document that various external institutions, e.g. utility providers, ask to see. If you still have questions about preparing the protocol, write to us. We will help you prepare properly for selling or buying a property.