The day after the handover you notice that the signed protocol contains an incorrect entry. At the same time the tenant reports an item that was not visible during the walkthrough. Simply sending a new consolidated file with the same scanned signatures would obscure the actual sequence of events. The following organisational aid leads instead to a readable corrected record. It does not assess any legal effect of the original protocol or of a later statement.
Record the signed original version
Secure exactly the version that was present at the appointment, including attachments and any transmission receipts. Prepare the amendment proposal as a separate note. Both documents should receive a clear reference to each other: the flat, the handover date and the affected location.
If the parties hold different files, clarify this difference first. A new filename does not solve the problem that different document states may already have been used at the appointment. Record the existing versions with their actual provenance. The signature image is not copied into newly assembled content.
First determine the type of change
In your working context a transmission error means: the existing documentation is supposed to misrepresent a fact that was already established at the appointment. A later observation, by contrast, has its own discovery date. A reassessment occurs when the observation remains the same but the cause, significance or responsibility is judged differently.
These three situations should not be swallowed under a single heading such as typographical error. In each case describe what you actually know and what your proposal is based on. Missing evidence remains visible. A technical diagnosis is not invented from a changed description.
A single case with two distinct addenda
In the fictitious protocol it states that three remote controls were handed over. The jointly maintained issue list and the photo taken at the appointment show two. The landlord proposes the corresponding correction and cites precisely these two pieces of evidence. She asks for feedback on the quantity, without thereby having all other protocol points reconfirmed.
In addition the tenant reports a wall area that only became visible after putting away their own box. For that the landlord opens a second item: actual discovery date, photo, previous limit of visibility and known changes since the handover. She does not describe this item as a jointly established condition of the previous day. A necessary technical clarification remains open.
Relate responses to their actual scope
Send the proposal with a clear question to the affected entitled parties. Then record which statement was confirmed, disputed or not yet answered. Feedback on the quantity is not to be extended into agreement about the cause of the wall area.
If a point remains disputed, both accounts and their respective evidence should remain findable. For legally significant consequences, claims or deadlines obtain appropriate advice promptly; this documentation procedure does not prescribe any decision or form for that.
Update dependent documents
After a correction has been clarified, check where the incorrect entry was used further: for example in your own inventory overview or an outstanding delivery list. There refer to the corrected status. The signed original version nonetheless remains preserved.
The conclusion need not read Everything agreed. It can also consist of a confirmed correction and an explicitly open second item. What matters is that a person who joins later can recognise what was documented at the appointment, what was subsequently proposed and what feedback actually exists.