Digital protocols for the real estate industry

The platform for tenancy handovers, takeback protocols, sales protocols, property inspections and condition documentation.

Create, sign and archive professional real estate protocols – with photos, videos, checklists, defects and digital signatures. All documentation in one central platform.

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Everything for real-estate documentation

Capture, document, sign and archive – tailored to handovers, take-backs and portfolios.

Photos, videos and scanner

Capture unit and building conditions quickly and clearly.

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Objects & portfolios

Units, commercial spaces and assets with areas, equipment and defects.

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Your brand on every protocol

Logo, colours and templates – consistent across your property team.

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Checklists for handover & take-back

Ready-to-use lists for move-out, inspections and portfolio work.

Checklist

Electrical installations
Smoke detectors
Windows and doors
Wall and ceiling
Floor
Lighting
Inventory
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Handover and take-back protocols

Smart text blocks, reading view and digital signature – offline on site.

FINISH PROTOCOL
PROTOCOL
SUMMARY
Handover Protocol xxTNv-QzHI-gL3-qtK7
| RENTPRO

Handover Protocol

Move-in documentation
Oakwood Drive Residence - Feb 12, 2026, 10:05

This handover protocol documents the condition of the object at the time of handover. It serves as a legally traceable source of evidence and information for the creator, the parties involved, and authorized third parties.

Single-family house
Object:
Oakwood Drive Residence
Object ID:
PROP-2001
Address:
12 Oakwood Drive, London SW1A 1AA, United Kingdom
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Modules for rental workflows

Landlord confirmation, deposit settlement, self-service and data import.

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Property teams

Multiple devices, permissions and scheduling for your staff.

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Archive for tenancy records

Revision-safe S3 archive – protocols and media available long-term.

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Self-service protocol

Share and create protocols via web link — no on-site appointment needed!

Self-service protocols let you create protocols without a personal appointment. Recipients get a link and capture details, photos and answers themselves in the browser. The finished protocol is imported automatically and ready to use straight away.

  • • Less effort for handovers, inspections and checks
  • • Participants capture the data themselves in the browser
  • • Uses your existing checklists and object structure
  • • Protocol saved automatically and ready to reuse
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From handover to deposit – in 6 steps

The professional solution for evidence-based real-estate documentation

Create units and appointments on the PC

In the web console you create objects with addresses and contacts and schedule handover or take-back appointments – conveniently on the desktop before on-site condition capture starts.

Capture the unit condition on site

Object condition is captured with areas, equipment, metering devices, checklists, photos and videos and defects. Data capture can be done offline.

FINISH PROTOCOL
PROTOCOL
SUMMARY
Handover Protocol xxTNv-QzHI-gL3-qtK7
| RENTPRO

Handover Protocol

Move-in documentation
Oakwood Drive Residence - Feb 12, 2026, 10:05

This handover protocol documents the condition of the object at the time of handover. It serves as a legally traceable source of evidence and information for the creator, the parties involved, and authorized third parties.

Single-family house
Object:
Oakwood Drive Residence
Object ID:
PROP-2001
Address:
12 Oakwood Drive, London SW1A 1AA, United Kingdom

Review the handover or take-back protocol

The created protocol can then be reviewed by participants – on the creator’s device or via QR code on the participants’ own devices.

John Smith

Tenant

Signed on Feb 4, 2025, 2:32 PM

Sign digitally

Creator and participants sign the protocol directly on their devices with a digital signature. After signing, protocol data is stored on the device used and can be completed.

PROTOCOL XTNV-QZHI-GKJ3-QTK7

Protocol licensing

Protocol cloud upload (253.4 KB)
Media cloud upload (14 / 28.6 MB)
Email: [email protected] ((Landlord))
Protocol signature data cloud upload
Create PDF and cloud upload
Create protocol archive entry
PROTOCOL XTNV-QZHI-GKJ3-QTK7

Share protocol

(👍 ^_^)👍 Protocol completed!

Archive & send

The protocol can be completed directly after signing. All protocol data and media are stored in the revision-safe S3 cloud archive and sent as a link to all participants – as a web page, PDF and printout.

Defect 1
Wall and ceiling repairs
£595.00
Defect 2
Final cleaning
£380.00
Defect 3
Return fee
£22.00
Sum of defect costs incl. tax £997.00
- Deposit £1,500.00
= Result £503.00
PDF
Save PDF to archive
Updated: Feb 16, 2026, 6:20 PM
Created: Jan 17, 2026, 1:21 PM

Settle the deposit

For take-backs with defects, a deposit settlement of the defects can be created automatically. Settlement is based on the handover protocols and the cost of remedying defects at take-back.

Real estate runs on traceable condition records

Whether you manage, rent, sell or operate buildings: handovers, inspections and defects need to stay provable months later. deep.rent replaces paper, scattered photos and email chains with one digital path – from capture on site to PDF for every party.

Trusted by over 5,000 companies

From small businesses to large enterprises – Protocol is used every day across many industries.

5.0

  • “We tried a lot of options and found the Protocol App to be the best solution for handovers.”

    Katrin Brendel Estate agent, Sparkasse Karlsruhe ImmoCenter

  • “Handover protocols are now effortless. Our customers are thrilled with the service.”

    Daniel Haller Managing director, Bajuwaren Living

  • “Handovers now take minutes — we would not want to be without it.”

    Tina Krüger Property manager, Walter Krüger Finanzkonzepte

  • “Protocol has revolutionised our processes. We now create protocols in minutes instead of hours and keep everything securely in one place.”

    Michael L. Head of Construction & Technology, PAMAX

  • “Creating the protocol went really well and was even fun. I never thought I would say that.”

    Felix Drösel Managing director, Drösel Immo

  • “As estate agents and property managers we had been looking for a solution like this for a long time. Fast, simple and clear — everything in one app. Thank you for making everyday work easier.”

    Stephan Graf Managing director, IMAG PASSAU

Compare alternatives

Evaluating handover software? Our comparison pages put Protocol next to common solutions – honestly, based on publicly documented features.