Finish on site
Capture the condition room by room on a tablet or phone, guided rather than free text. The appointment ends with a finished report, not a pile of notes.
Digital property handover · Powered by eMODAT®
Property handover.
Property handover.
No paper.
No rework.
Capture condition, defects and meter readings on the spot, with photographs and the signatures of both parties. The finished handover report is waiting as a PDF at the office before you have left the building.
- Finish the report inside the flat
- Photos and signatures from both parties
- Connects to your property management database
- Works offline, synchronises automatically
- PDF report with no rework at the office
- On-premise option, data stays in your house
Basics
What is a handover report?
A handover report records the condition in which a residential unit changes hands. It documents every room, every defect, the meter readings and the number of keys, and it is signed by both parties.
In Germany it is not legally required. At move-out, however, it regularly decides who pays for a given piece of damage and whether the deposit may be withheld. Without a solid report it ends up as one account against another, and the burden of proof typically falls where you would rather it did not.
On paper that is exactly the weak point: illegible entries, missing photographs, copies that never reach the office. Captured digitally, the report is complete, immediately analysable and identical for both sides, on the day of the handover.
On paper
With eMODAT
Print the form, bring a clipboard
Load unit and tenant from your system
Describe defects by hand
Tap the defect, attach the photo
Scan and file the copy later
The PDF is created and sent automatically
Illegible notes when it is disputed
Structured data, exportable to Excel
Features
Everything a handover needs, in one app
No assortment of paper forms, phone cameras and spreadsheets. One tool for the whole process, from preparing the appointment to the distributed PDF.
Photos and signatures
Every defect gets its picture, every handover the signatures of both parties, captured in the form itself and anchored in the report.
Your own database
Buildings, units and tenants come by lookup from your existing system: Oracle, MS SQL or MySQL. Sign-in via Active Directory or SSO.
Offline with auto-sync
No coverage in the basement or an empty new build? Everything is stored locally and synchronises as soon as a connection returns.
Automatic PDF
The signed report is generated as a PDF and distributed to everyone involved. Also exportable to Excel, with nothing retyped at the office.
Your own forms
Move-in, move-out, pre-inspection, defect report: build your forms to your own specification and roll changes out to every device.
How it works
Five steps to a finished report
- 1
Select unit and tenant
Property data comes by lookup from your management database. No retyping, no transposed digits in the address.
- 2
Capture condition room by room
A guided checklist through the whole flat, including meter readings and key counts. Nothing gets forgotten.
- 3
Photograph defects
Take the photo at the defect and attach it to the entry. “Scratch in the parquet” becomes solid evidence.
- 4
Both parties sign
Tenant and manager sign digitally on the device. Both sides confirm the same record.
- 5
PDF goes to the office
The finished report is generated, distributed and filed. The case is closed before you are back at your desk.
0 %
less time spent on documentation
0
satisfied customers
0 %
of data kept in your own house
Who it is for
For everyone who hands over homes
Property managers
Standardise handovers and feed reports straight back into your asset system.
Learn moreHousing companies
Hundreds of changes a year, handled with one consistent form across every property.
Learn moreHousing cooperatives
Documentation your members can follow, without a paper archive.
Learn moreFacility management
Inspections, defects and site visits in one solution, even without network coverage.
Estate agents
A professional report at the appointment, including photos and signatures.
Social housing providers
Clear condition records for tenancy changes in supported housing.
Customer voices
What users report
“Our firm wanted to become more efficient and faster, so we standardised inspections as far as possible. We solved it with eMODAT.”
“The eMODAT forms solution let us halve the effort for defect reports and inspection checklists.”
“The biggest benefit: we automated our processes and clearly reduced the error rate.”
Quotes translated from German. Originals on the German version of this page.
Pricing
Online edition or on-premise
You decide where your data lives: ready to go in the online edition, or entirely inside your own data centre.
Online edition
Ready immediately, billed per user and month. Encrypted transmission, updates included.
On-premise
Runs entirely on your servers, tenant data never leaves your house. Priced by scope: individual quote on request.
Read moreBasic
Free
- 1 user
- 1 form
- Support
Premium
€ 39
per user / month
- up to 5 users
- up to 3 forms
- 12/7 premium support
Ultimate
€ 99
per user / month
- unlimited users and forms
- Lookup function
- 24/7 ultimate support
All prices per user and month, excluding VAT. On-premise on request.
Security and data protection
Tenant data belongs to you, not to the cloud
A handover report contains names, addresses, photographs from private homes and signatures. Data protection here is not a footnote but an architectural decision.
On-premise
Runs in your own data centre. Tenant data never leaves your house.
GDPR-ready operation
Data protection by architecture rather than by a processing agreement with third parties.
Encrypted transmission
Reports, photos and signatures are transmitted in encrypted form.
Full data sovereignty
You decide where data lives, who has access and how long it is kept.
Honest assessment
When this is the right tool, and when it is not
Not every organisation needs software for this. The clearer the fit, the fewer pointless meetings for both sides.
A good fit if
- You handle handovers regularly rather than once in a while
- Documentation quality currently depends on who attended
- Tenant data should not go to a cloud provider
- Property and tenant records already sit in your own database
- Appointments happen where there is no network coverage
- You need the same form across several sites or staff
Not the right choice if
- You are a private landlord with a single flat. A paper form or a free template is enough, the setup effort would not pay off.
- You are a tenant looking for a free template to print. This is B2B software, not a PDF download.
- You want on-premise but have no IT team to run a server. The online edition is the better route.
- You expect a pure self-service cloud tool. Database integration and custom forms are a short project, not a click.
FAQ
Frequently asked questions
Is a handover report legally required in Germany?
No statute requires one, either at move-in or at move-out. In practice it is indispensable: without a report it is almost impossible to demonstrate later what condition the flat was handed over in. That is why professional managers produce one at every handover, and why it should be complete and signed by both parties.
What belongs in a handover report?
Date and time, the address of the unit, the names of everyone present, the condition of each room, every defect found with a photograph where possible, meter readings for electricity, gas, water and heat, the number of keys handed over, and the signatures of both parties.
Is a digitally signed report valid?
A handover report is not a contract subject to formal requirements; it is evidence. What matters is that both parties confirm the recorded condition and both receive the same document. The digital signature is captured in the form itself and stored in the PDF together with a timestamp and photographs.
Does the app work without an internet connection?
Yes. Empty flats, basements and new builds often have no coverage. The app works fully offline: condition capture, photos and signatures are stored on the device and synchronise automatically once a connection is available.
Can it connect to our property management software?
Yes. Property, unit and tenant data are pulled by lookup from your existing database, with Oracle, MS SQL and MySQL among those supported. Sign-in via Active Directory or SSO is possible.
Where is our data held, and is that GDPR-compliant?
You decide. In the on-premise variant the entire solution runs on your own servers and tenant data never leaves your house, which means data protection by architecture rather than by contractual clause. If you prefer something simpler, the online edition uses encrypted transmission.
Is the product available outside Germany?
The software itself is language- and country-independent, and the forms are yours to design. The German market is our home market, so the reference material and the guides on this site are German. For international projects please get in touch and we will discuss your requirements directly.
General practice notes, not legal advice. They describe German rental practice, which is the market this product was built for.
Ready for digital handovers?
In a short demo we show how a handover runs with eMODAT, using your forms and the connection to your property management database.