Completion Approval and Handover of a New-Build Flat: Process and Timelines

Completion approval (kolaudace) and handover of a flat are two different events. Completion approval is an official decision that the building may be used for its intended purpose. Handover is a contractual step between you and the developer, at which you take over the flat, inspect it and sign a protocol. Usually the completion approval comes first and the handover follows, but the exact order and dates are set by your contract.

What completion approval is and why it matters

Through completion approval, the building authority confirms that the building was constructed in line with the approved documentation and meets the conditions for use. The application is submitted by the developer as the person who commissioned the construction. As a buyer, you are usually not a party to the proceedings, but the outcome directly affects you: without permission to use the building, you generally cannot legally move into the flat.

The authority may approve the building without reservations, approve it with conditions, or refuse approval until defects have been remedied. Minor defects that do not limit safe use are often dealt with afterwards. More serious shortcomings may push the date back.

The terms kolaudace, completion approval consent and decision permitting use are applied in practice depending on which procedure is used for the particular building. What matters for you is that the developer should be able to prove that the building may be used. Ask for a copy of the document.

Timeline from completion of construction to receiving the keys

A typical sequence of steps looks like this:

1. Completion of construction – finished structures, utility systems, common areas and the surroundings of the building.
2. Application for permission to use the building – the developer submits the documentation, inspection reports and other documents to the authority.
3. Inspection and decision by the authority – the authority may carry out an on-site inspection and issue a decision.
4. Invitation to the handover of the flat – the developer invites you to take over the flat on the date set out in the contract.
5. Handover inspection and protocol – inspection of the flat, recording of defects, handover of keys and meter readings.
6. Remedying of defects – the developer repairs the recorded defects within the agreed deadlines.

The length of individual steps varies depending on the size of the project and the workload of the authorities. Rely on the dates stated in your contract and in communication with the developer, not on general estimates. You can follow the status of specific buildings in the project catalogue.

Handover inspection: how to prepare

Set aside plenty of time for the inspection, ideally in daylight. It is good to come with someone else, or to bring an independent building technician who knows the typical defects of new builds.

What to check:

• whether the layout, dimensions and fittings match the documentation and the contract,
• walls, ceilings, floors – evenness, cracks, damaged surfaces,
• windows and doors – seals, opening, locking, fittings,
• electrical installation – sockets, switches, circuit breakers, doorbell,
• water and drainage – pressure, tightness, outflow, function of taps and traps,
• heating, ventilation and, where fitted, cooling – function and controls,
• sanitary ceramics, wall tiles and floor tiles,
• balcony or terrace, cellar, parking space – whether they correspond to the contract.

Have every defect entered in the protocol, even a minor one. Photograph it and record the exact location. What is not in the protocol is harder to prove later.

Handover protocol and defects

The protocol is a key document. It contains the condition of the flat, a list of defects, meter readings (water, electricity, heat, gas, where applicable), and the number of keys and documents handed over. Sign it only when it matches what you found during the inspection.

Check that a deadline for remedy is stated for each defect. If not, ask for it to be added. The list of defects is not closed: hidden defects that appear later can be claimed under the warranty. You will find the warranty terms and the complaints procedure in the contract; you may also consult a lawyer about them.

Also ask how the developer will deal with the recorded defects and how they will inform you once they have been remedied. After a repair, it is advisable to inspect the flat again and confirm the repair in writing.

Payments, transfer of ownership and financing

The handover is often linked to financial steps: the final payment of the purchase price, release of funds from escrow or drawing of a mortgage. Banks often have their own document requirements, for example a completion approval document or a handover protocol. It is therefore a good idea to go through the procedure and timing in advance with a mortgage specialist.

Registration of the ownership right in the land registry may be separated in time from the handover. How this works in your case depends on the type of contract. Ask the developer or a lawyer when ownership passes, when the right to use the flat begins and when responsibility for the flat transfers to you.

You can get a rough idea of monthly costs in the calculator. However, specific terms will be confirmed by the bank. General advice on the whole purchase process can be found in the buying guide.

What to check in the contract in advance

• the expected date of completion and handover, including what happens in the event of a delay,
• a condition that the handover takes place after permission to use the building has been issued,
• the handover procedure and the deadlines for remedying defects,
• the scope of the warranty and the way to make complaints,
• what is included in the price and what the final payment will be.

If you are still narrowing down your choice, compare the offer from developers and also consider the locations where you want to live. A non-binding housing enquiry may also help.

Frequently asked questions

Can I refuse to take over the flat if it has defects?

It depends on the seriousness of the defects and on the contract. Minor defects are usually recorded in the protocol and remedied afterwards. In the case of serious shortcomings that prevent use, consult a lawyer before you sign the protocol.

Must completion approval be in place before handover?

In general, it is expected that the flat is handed over in a building that may be used. However, the exact conditions and the order of steps are set by the contract, so have them explained to you before you sign.

Can I bring an expert to the handover?

Yes, and it is common. An independent building technician can spot defects that a layperson can easily overlook. Agree the date with the developer in advance.