Plan backwards from the end of your agreement. Your agreement, returning a clean room ready for the next resident, handing back every key and keeping clear documentation are decisive.
Your own agreement is authoritative
Check the deadline, form, required condition and appointment process in your agreement and in messages from residence management.
For ordinary notice, the standard agreement specifies six weeks to the end of a month and allows submission through the tenant portal as well as in writing. Check whether your agreement contains the same rule and keep the confirmation.
A preliminary inspection is usual in practice. Arrange the preliminary and final inspections through the local process. At the preliminary inspection, residence management can record any cleaning, reinstatement or repair work still required. Use the record as a specific task list.
Unresolved points can result in costs
Under the standard agreement, work not completed by the specified deadline despite a request may be carried out at the tenant’s expense. A preliminary inspection therefore has practical consequences. 1)
The standard agreement requires the room to be returned clean and ready for the next resident. This requires more than a superficial sweep. Follow your agreement, the preliminary-inspection record and the local moving-out list.
Painting depends on the actual condition
A room does not automatically have to be repainted simply because you are moving out. The actual condition and the points recorded at the preliminary inspection are decisive. Residue or visible marks from stickers and posters, and obvious scuff or pressure marks from a chair, bed or other furniture, may be raised. Use the record to clarify which areas must be cleaned, touched up or painted; ordinary wear and a condition requiring repair are not automatically the same.
Carry out a repair yourself only if it is permitted, safe and can be done properly. Electrical, water, structural or safety-related work belongs with the responsible specialist; clarify doubtful cases in writing.
Attend the agreed final appointment and ensure the handover is recorded. Return every room, letterbox and communal key, chip card or transponder. Photographs and your own notes supplement the handover but do not replace it.
Under the standard agreement, the deposit must be accounted for no later than six months after the agreement ends and the property is returned. Outstanding claims, damage or missing keys may be taken into account. Payment is normally made automatically to the bank account held by Studierendenwerk. Before moving out, check that it is still current and report a change only through the designated route. You should also provide your new address.
Update your address with your university, bank, health insurer and other important services. A Deutsche Post mail-forwarding order may be useful during the transition.