Report Changes: Checklist for Tenants in Germany

Many tenants in Germany live in shared flats or share an apartment with subtenants; small changes — a new flatmate, address change, updated bank details or repairs — must be reported correctly to avoid conflicts with the landlord and to meet important deadlines. This practical guide explains in plain language which changes you should report, which forms and proofs are often required and how the BGB and service and court procedures in Germany may be affected^[1]. We give concrete examples, deadlines and a template approach so you can act legally and be well documented in case of dispute. Local court procedures, rent reductions or termination are explained step by step later with tips on how to preserve deadlines and evidence. If you face a major decision, we also name official agencies and template forms so you can find the right documents quickly^[3].

When and what to report?

• New flatmate: name, move-in date and subtenancy agreement (move-in).
• Address change: written notice to the landlord and for utility billing (form).
• Tenant bank details: provide new IBAN for rent payments (rent).
• Repair reports: document defects immediately and set a deadline for repair (repair).
• Keys and access: record handover and clarify permissions (entry).

Forms and templates

Common forms include the termination letter (model of the Federal Ministry of Justice), written notices for utilities and proofs for housing benefit or WBS. For terminations and formal declarations, deadlines and form requirements apply under the BGB and the ZPO^[1][2].

• Termination letter (BMJ model): use the written template when ending a subtenancy or formally terminating; send by registered mail with return receipt.
• Reporting address/meter readings: note meter readings and report them to the landlord in writing for accurate utility billing.
• Supporting documents: keep dated photos, defect reports and payment receipts as evidence (evidence).

Which deadlines apply?

Deadlines depend on the matter: notice periods are governed by §§ 542 ff. and § 573c BGB, defects require a reasonable period for remedy; if ignored, proceedings at the local court may be necessary^[2]. Note: delivery, proof of receipt and documented deadlines are crucial if later disputes involve rent reduction or eviction proceedings.

• Notice periods: observe statutory deadlines under §573c BGB (deadline).
• Repair deadline: give the landlord a reasonable period, e.g. 14 days, before taking further steps (deadline).
• Eviction claim: lawsuits and enforcement are handled by the local court (court).

FAQ

Do I have to inform the landlord if a flatmate moves out?

Yes. Notify the move-out date, the departing person's new address and the key handover in writing so utilities can be billed correctly.

How can I protect myself from unjustified rent claims?

Document payments, defects and communication; if necessary, pay under protest into a separate account and consider court actions at the local court [2].

Are there templates for termination letters and formal notices?

Yes. Use official templates from the Federal Ministry of Justice or landlord-provided templates; always keep a copy of what you sent^[3].

How-To

1. Gather documents: tenancy agreement, photos, payment receipts and communication logs.
2. Create a written notice with date, facts and signature.
3. Send on time by registered mail or in person and note the date of receipt.
4. Contact the landlord or property manager and propose steps to resolve the issue.
5. If necessary, consider filing a claim at the local court and prepare your evidence.

Help and Support / Resources

• BGB §535 and tenancy law (gesetze-im-internet.de)
• Civil Procedure Code ZPO (gesetze-im-internet.de)
• Federal Ministry of Justice (bmj.de) - templates and information

---

1. [1] Gesetze im Internet – BGB §535
2. [2] Gesetze im Internet – ZPO
3. [3] Bundesministerium der Justiz – BMJ