Tenant Checklist: Property Management & Entry in Germany

As a tenant in Germany it is important to record appointments, entry by property management and all conversations in writing. This guide explains what rights you have on entry, which official forms and proofs are relevant and how to document incidents so you are prepared in case of a dispute. We describe simple templates for meeting minutes, handover documents and a checklist for representatives of the property management. You will also learn when to file an objection in time, which deadlines apply and which authorities or local courts to contact next. The language is deliberately simple so that you as a tenant can assert your rights securely and in a practical way.

Rights on Entry and Records

The Civil Code (Bürgerliches Gesetzbuch, BGB) generally regulates the duties of landlord and tenant; specific rules on maintenance and entry are found in §§ 535–580a of the BGB.^[1] Unannounced entry is only permitted in narrow emergency cases. In other cases, the property manager must justify the entry and, where possible, provide notice.

When may the property manager enter?

Typical cases: short-term repairs by agreement, urgent emergencies (e.g. burst pipe) or agreed viewings when the tenant moves out. As a tenant you can request a reasonable notice period (commonly 24 to 48 hours unless otherwise agreed).

• Date and time of entry
• Name of the representative and company
• Reason for entry (describe precisely)
• Photos or videos as evidence
• Described damages or defects (e.g. heating, water)
• Representative's signature on site
• Your own notes and witnesses, if any

Official forms and templates

There is no single nationwide mandatory template, but authorities and courts accept clear written records and corresponding forms (e.g. sample termination letters or defect reports). Use standard fields: date, parties, reason, observations, signatures. If you consider an official letter or legal action, many laws and sample forms are available from the Federal Ministry of Justice and judicial portals.^[3]

FAQ

May the property manager enter without notice?

Generally no. Entry without notice is only permitted in cases of imminent danger; otherwise notice or agreement is required.

What evidence helps in disputes?

Photos, dates, written records and witnesses are particularly important. Collect copies and send them by email or registered mail to the property manager.

Where can I turn if there is a dispute?

Rental disputes are first handled by the competent local court (Amtsgericht); appeals go to the regional court and possibly the Federal Court of Justice.^[2]

How to create an entry record

1. Preparation: Prepare a template with date, time and address details.
2. Identification: Note the names and roles of the entering persons.
3. Document reason: Clearly and precisely describe the purpose of the entry.
4. Collect evidence: Take photos, short videos and note visible damage.
5. Signatures: Have the representative sign the record and sign it yourself.
6. Dispatch: Send a copy by email or registered mail to the property manager and keep a copy.

Help and Support / Resources

• Gesetze im Internet – BGB
• Federal Court of Justice (Bundesgerichtshof)
• Justiz.de – Local courts (Amtsgerichte)

1. [1] Civil Code (BGB) § 535 – Gesetze im Internet
2. [2] Information on local courts – Justiz.de
3. [3] Federal Ministry of Justice – Forms and information