Damage Report Checklist for Tenants in Germany

As a tenant in Germany, it can happen that damage occurs in the apartment. This checklist is aimed especially at students and explains step by step how to write a damage report correctly, systematically collect evidence and observe deadlines. We describe which information should be included in the report, which official regulations you should know and how to inform insurers and the landlord. You will also find advice on further steps, such as documentation for liability or household insurance and possible legal actions before the local court. The goal is to give you clear actions so that your claims do not unintentionally lapse and you can resolve conflicts factually and with proof.

What belongs in a damage report?

• Short, precise description of the damage (type, extent).
• Date, place and time of the incident (deadline).
• Photos and videos as evidence (evidence, photo).
• Witness details and contact information (contact).
• Damage amount, quotes, invoices and receipts (payment, amount).
• Notification to whom the report is sent: landlord, property management, insurer (form, notice).
• Note on deadlines: until when repairs are expected or claims must be asserted (deadline).

Forms and legal basis

Tenancy matters are governed by the German Civil Code (BGB), especially landlord duties and rent reduction rules; check §§ 535–580a.^[1] In legal disputes, the Code of Civil Procedure (ZPO) is relevant, for example for eviction suits and procedural rules.^[2]

Concrete forms such as complaint templates or local information sheets can be obtained from the competent local court (Amtsgericht) or via the justice portals of the federal states; they often provide templates for statements of claim or procedural guidance.^[3]

Common mistakes and how to avoid them

• Missing deadlines: Deadlines may limit rights.
• Incomplete evidence: Photos without date or missing invoices make proof harder.
• Only reporting verbally: Written notification creates clarity and proof.

FAQ

When must I as a tenant report damage?

As soon as possible, preferably in writing with evidence; some deadlines start when you become aware of the damage.

What deadlines apply to a damage report?

Specific deadlines depend on the individual case; report damage immediately and observe deadlines for rent reduction or insurance notifications.

Which court is responsible for tenancy disputes?

Usually the competent local court (Amtsgericht) is responsible in the first instance; appeals go to the regional court (Landgericht) and revisions to the Federal Court (BGH).

How-To

1. Step 1: Document immediately – take photos, videos, note dates and witnesses.
2. Step 2: Inform the landlord in writing and send a copy to the property manager (email + registered mail if necessary).
3. Step 3: Inform your insurer (liability/household), note the claim number and submit documents.
4. Step 4: Check deadlines; if no agreement, collect evidence and consider filing a claim at the local court.

Help & Support / Resources

• Gesetze im Internet – BGB
• Gesetze im Internet – ZPO
• Bundesgerichtshof (BGH)

1. [1] Gesetze im Internet – BGB §535
2. [2] Gesetze im Internet – ZPO
3. [3] Bundesgerichtshof – Informationen und Entscheidungen