Deposit Refund Form Template for Germany

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Key Requirements PROMPT example:

Deposit Refund Form

"I need a Deposit Refund Form under German law for a commercial property in Munich, where the tenant is vacating on March 1, 2025, with multiple maintenance issues requiring partial deposit deduction."

Document background

The Deposit Refund Form (Mietkautionsrückzahlungsformular) is a crucial document used at the conclusion of rental agreements in Germany. It is specifically designed to comply with German tenancy law requirements, particularly the provisions of the German Civil Code (BGB) regarding security deposits. This document should be used when a rental agreement is terminated and the security deposit needs to be returned to the tenant. The form includes essential information such as original deposit amount, inspection results, any deductions with justifications, and final return amount. It serves as official documentation of the deposit return process and helps protect both landlord and tenant interests by ensuring transparency and legal compliance. The form is particularly important given German law's strict requirements regarding deposit handling and the landlord's obligation to provide detailed accounting of any deductions.

Suggested Sections

1. Header Information: Document title, date, and reference numbers

2. Party Details: Full names and addresses of both landlord/property manager and tenant

3. Property Information: Address and description of the rental property

4. Original Deposit Details: Amount of original deposit, date paid, and reference numbers

5. Property Inspection Results: Date of inspection and summary of findings

6. Deposit Calculation: Breakdown of deposit return calculation, including any deductions

7. Payment Instructions: Bank details and method for deposit return

8. Declarations: Legal statements confirming mutual agreement on the deposit return

9. Signatures: Space for both parties to sign and date the form

Optional Sections

1. Dispute Resolution: To be included if there are any contested deductions or disagreements

2. Third Party Authorization: Include when someone other than the original tenant is authorized to receive the deposit

3. Multiple Tenant Declaration: Required when the deposit needs to be split between multiple tenants

4. Property Sale Notice: Include when property ownership has changed during the tenancy

Suggested Schedules

1. Schedule A - Inspection Report: Detailed property inspection findings with photos if applicable

2. Schedule B - Deduction Details: Itemized list of any deductions with supporting documentation

3. Schedule C - Original Deposit Receipt: Copy of the original deposit payment documentation

4. Schedule D - Handover Protocol: Final property handover documentation (Übergabeprotokoll)

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Real Estate

Property Management

Residential Housing

Commercial Property

Student Housing

Senior Living

Retail Space Rental

Office Space Rental

Industrial Property

Hospitality

Relevant Teams

Legal

Property Management

Operations

Tenant Relations

Finance

Accounting

Asset Management

Facilities Management

Administrative Services

Customer Service

Relevant Roles

Property Manager

Real Estate Agent

Facility Manager

Property Administrator

Leasing Manager

Building Manager

Real Estate Legal Counsel

Tenant Relations Manager

Housing Coordinator

Property Operations Manager

Rental Administrator

Asset Manager

Property Accountant

Residential Services Coordinator

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Authors

Alex Denne

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