Test report

Inspection Report - An inspection report documents the results of a technical inspection of systems, installations, or components in a building. It is prepared by certified experts, specialized companies, or inspection organizations and serves as proof of proper function and safety. In the real estate sector, inspection reports are required in particular for electrical installations, gas systems, elevators, smoke exhaust systems, and drinking water systems.

Legally Required Inspection Reports

Numerous inspection reports are required by law: The electrical inspection in accordance with DIN VDE 0105-100 and DGUV Regulation 3 must be performed regularly (every 4 years) in commercially used buildings. The gas line inspection is mandatory every 12 years according to TRGI. Elevator inspections in accordance with BetrSichV are conducted every 2 years by approved inspection agencies (TÜV, DEKRA). The drinking water test for Legionella must be performed annually for multi-family homes with central hot water systems, as required by the Drinking Water Ordinance. Missing inspection reports can lead to exclusion from coverage in the event of an insurance claim.

Inspection Reports When Buying Real Estate

When purchasing an existing property, up-to-date inspection reports are valuable documents for the purchase decision. They provide insight into the condition of technical systems and any potential need for replacement. Buyers should request the following reports: Electrical system inspection (E-Check), gas system inspection, chimney sweep report (exhaust gas values, fireplace inspection), elevator inspection log, drinking water analysis, and, if applicable, a blower door test (airtightness measurement). If no current reports are available, it is advisable to commission your own inspections before purchasing.

Digital Inspection Report Management

In property management, the digital management of inspection reports is becoming increasingly common. Specialized software makes it possible to centrally track inspection deadlines for all systems in a property or portfolio, set automatic reminders, and archive reports in an audit-proof manner. For owners with multiple units or a larger portfolio, such a solution not only saves time but also serves as a crucial component of the duty to ensure public safety: In the event of a dispute or damage claim, those who can prove that all inspections were conducted on time and in accordance with regulations are in a significantly stronger legal position.

Practical Tip for Owners in Nuremberg

We recommend that owners of multi-unit residential buildings in the Nuremberg metropolitan area maintain an inspection calendar that documents all legally required inspection deadlines. The annual Legionella test, in particular, is frequently overlooked-if discovered, this can result in fines of up to 25,000 euros and personal liability in the event of damage. The cost of an E-Check for apartments in Nuremberg is approximately 150-300 euros per unit, and for a Legionella test, approximately 200-400 euros per system. These costs are apportionable as operating expenses and are negligible compared to the liability risk associated with missed inspections.

When purchasing an existing property in Nuremberg, we recommend requesting all current inspection reports as early as the offer phase. If important reports are missing, this can be used as a bargaining point for a price reduction or as a condition for signing the contract. For properties managed by a property management company, we will verify on your behalf whether the management has documented all inspection obligations and followed up on them in a timely manner. We are happy to assist you with the structured handover of all relevant documents when buying or selling a property.

Inspection Report and Insurance Coverage

An often-overlooked aspect: Many building insurance and liability insurance policies tie their coverage to compliance with statutory inspection requirements. If a fire occurs that can be attributed to a defective electrical installation, and the inspection report for the required electrical inspection is missing, the insurance company may refuse to pay benefits in whole or in part. The owner is then left to bear the cost of the damage-a scenario that is entirely avoidable with consistent maintenance of inspection records.

The same applies to drinking water testing: If tenants contract Legionnaires’ disease and the owner cannot produce timely test reports, a liability claim is virtually inevitable. In such cases, courts have recognized claims for damages and compensation for pain and suffering against owners and property management companies-and for amounts far exceeding the cost of the missed inspections.

Inspection Reports at Property Handover

When buying or selling a property, inspection reports play a central role in assessing the condition of the building. A complete set of up-to-date reports signals to the buyer that the owner has properly operated and maintained the systems. If important reports are missing, uncertainty arises regarding the condition of the technical systems-and whether there are hidden defects.

As a seller, you should check at least six months before the planned sale which reports are available and which need to be updated. A current E-Check, a recent chimney sweep report, and a complete record of Legionella testing can help simplify price negotiations and strengthen the buyer’s confidence. As a buyer, you should include the submission of complete inspection reports as a condition of purchase in the purchase agreement or during the negotiation phase.

Frequently Asked Questions

Who is responsible for the inspection reports?

For rental apartments, the responsibility lies with the landlord or the condominium association (WEG) management. The landlord must ensure that all legally required tests are performed and documented in a timely manner. The property management company is usually tasked with organizing this. For condominiums, the homeowners’ association decides on commissioning tests that concern the common property. The individual owner is responsible for exclusive property (e.g., electrical installations within the unit).

Are the costs of inspections apportionable?

Yes, most inspection costs are apportionable to tenants as operating costs. The Legionella inspection falls under water supply costs (§ 2 No. 2 BetrKV), chimney sweep fees under No. 12, and elevator inspections under No. 7. Electrical inspections, on the other hand, are not clearly recognized as operating costs-they are sometimes considered maintenance measures that the landlord must bear themselves. The ability to pass on these costs should be clearly stipulated in the lease agreement.

What happens if an inspection report reveals defects?

If safety-related defects are identified during an inspection, the owner must have them rectified immediately. In the case of serious defects (e.g., defective gas line, faulty electrical installation), the inspector may order an immediate shutdown of the system. If defects are not remedied, there is a risk of regulatory requirements, fines, and, in the event of damage, criminal consequences. The inspection report documents the defect-once the owner is aware of it, they can no longer claim ignorance.

How long must inspection reports be retained?

There is no uniform legal retention requirement for all inspection reports. As a rule of thumb: inspection reports should be retained at least until the next inspection supersedes the previous result-for annual inspections, this means at least twelve months; for inspections conducted at longer intervals, the retention period is correspondingly longer. In the event of liability claims, it is advisable to archive reports spanning multiple inspection cycles so that, in the event of disputes, you can provide complete proof of proper maintenance.

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