Photos, videos and scanner
Capture unit and building conditions quickly and clearly.
Create digital tenancy handover protocols
Handover protocol software and app for real estate – move-in, move-out, sales and property inspections in one guided flow.
With Protocol you create, sign and archive real-estate protocols digitally: protocol templates, checklists, photos, videos, defects and digital signatures – in one software platform, mobile as an app.
Everything for real-estate documentation
Create digital tenancy handover protocols with handover protocol software and app – capture, document, sign and archive, including templates for handover, take-back and inspections.
Objects & portfolios
Units, commercial spaces and assets with areas, equipment and defects.
Your brand on every protocol
Logo, colours and protocol templates – consistent across your property team.
Checklists for handover & take-back
Tenancy handover protocol templates and inspection templates – ready for move-out and portfolio work.
Checklist
Electrical installations
Smoke detectors
Windows and doors
Wall and ceiling
Floor
Lighting
Inventory
Handover and take-back protocols
Create handover protocols digitally in software and app – text blocks, 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
Modules for rental workflows
Landlord confirmation, deposit settlement, self-service and data import.
Property teams
Multiple devices, permissions and scheduling for your staff.
Archive for tenancy records
Revision-safe S3 archive – protocols and media available long-term.
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
From handover to deposit – in 6 steps with web and app
Evidence-based real-estate documentation in one flow
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
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 handover protocol software and app replace paper, scattered photos and email chains – with templates for handover, take-back and inspection, from capture on site to PDF for every party.
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Property managers
Handovers, takebacks, inspections and deposit documentation at scale.
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Landlords
Move-in, move-out and deposit documentation across a rental portfolio.
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Office & workspace
Handovers, inspections and condition records for offices and coworking spaces.
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Real estate agents
Listings, viewings, property capture and sales documentation.
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Facility managers
Maintenance, inspections, cleaning rounds, technical systems and mobile snag reporting – including caretaker and building operations.
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Appraisers & surveyors
Condition surveys, photo evidence and structured defect capture.
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Housing companies
Tenant turnover, modernization handovers and stock inspections across large portfolios.
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Property developers
New-build acceptance, snag lists, first handover to buyers and handover to management.
Trusted by over 5,000 companies
From small businesses to large enterprises – Protocol is used every day across many industries.
5.0
Compare alternatives
Evaluating handover software? Our comparison pages put Protocol next to common solutions – honestly, based on publicly documented features.
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Protocol vs Immobiliert
Mobile handover protocols with photos, signature and PDF – strengths and differences in a feature comparison.
View comparison → -
Protocol vs digiÜbergabe
Browser-based handover protocols with no install – compared directly with Protocol.
View comparison → -
Protocol vs Immo Übergabe
Digital handovers for iPhone and iPad – compared with the Protocol platform.
View comparison →
Frequently asked questions
Short answers on software, app, templates and archive for real-estate protocols.
What belongs in a handover protocol?
Typically the property and occasion, rooms or areas, condition and defects, meter readings, keys and inventory, photo documentation and signatures of all parties. Protocol guides you through these points with checklists and protocol templates – including media per area and a PDF for everyone.
How does a tenancy handover work for landlords?
In the software you set up the unit and appointment, open the matching move-in protocol template on site, capture condition and media room by room and sign digitally. Then you archive and send the protocol – the same flow applies to move-out.
Template vs. a free-form handover protocol?
A template standardises checklists and areas per unit type so handovers stay comparable. Free-form capture remains possible; most teams start from a move-in or inspection template and adapt it once to their portfolio.
Is there a handover protocol app – also offline?
Yes. The handover protocol app supports capture on smartphone or tablet on site; central planning and archive run in the web console. Condition capture can work offline and sync later.
Are digital signatures and the archive revision-safe?
Protocol closes protocols with a digital signature and stores protocol plus media in the revision-safe S3 archive. Handover, take-back and inspection protocols stay available in the tenancy file long-term.