Damage Report: Documents & Deadlines for Tenants in Germany

As a tenant in a shared flat in Germany, water damage, burglary or other damage can quickly cause stress. This article clearly explains which documents you should collect for a legally valid damage report, which deadlines apply and how liability or household insurance come into play. You will receive practical tips on securing evidence, concrete wording for written reports and advice on when to inform the landlord or seek legal help. The language is simple so that you as a tenant without legal background immediately know which steps are sensible and in which order to protect claims and avoid unnecessary fees or disputes. At the end you will find links to official forms.

Which documents do you need?

When recording damage, you should collect as much proof as possible. Create a clear folder with photos, witness statements and invoices; this helps with insurance and possible legal proceedings.

• Photos of the damage (evidence) — multiple perspectives and dates.
• Damage report / written notification (form) with date, location and description.
• Invoices and cost estimates (payment) for repairs or replacement.
• Witness contacts and notes as evidence.
• Lease agreement and handover reports to clarify responsibilities.

Deadlines and reporting routes

Important: report damage immediately to your landlord and check whether you must also inform liability or household insurance. Insurers often have short reporting deadlines; landlords generally accept a prompt written notification.

• Report the damage without delay (within 2 weeks) to the landlord.
• Notify the liability/household insurer of the claim (form) as soon as the damage is established.
• Submit invoices and cost estimates within the deadline required by the insurer (within 30 days).

Securing evidence

Reliable evidence is often decisive: time-stamped photos, dates in file names, emails to landlord or insurer and witness statements. Keep original invoices and make copies when needed.

• Save photos and videos with date and short description.
• Create a short damage report and send it to landlord and insurer (form).
• Note times, entries or inspections by third parties.
• Keep invoices and cost estimates as originals.

If the landlord does not respond or a dispute arises

If there is disagreement about cause or costs, many matters are settled by discussion; if conflict persists, a lawsuit at the competent local court may be necessary. Rental disputes are typically handled by the local district court (Amtsgericht).^[2] Before filing suit, gather evidence, communications and cost estimates and consider legal advice or legal aid.

FAQ

How quickly must I report damage?

Report damage without delay to the landlord and insurer; many insurers expect notification within a few days up to two weeks.

What role do my liability or household insurances play?

Liability covers damage you are responsible for; household insurance replaces stolen or destroyed items. Check policies and report early.

Where do I file a lawsuit if the dispute cannot be resolved amicably?

Rental disputes are typically handled by the local district court; find the competent court and follow procedural rules.^[2]

How-To

1. Step 1: Document the damage immediately with photos and a short report (form).
2. Step 2: Inform the landlord and your insurer in writing and attach photos and the report (contact).
3. Step 3: Collect invoices and cost estimates and submit them within the required deadlines (payment).
4. Step 4: If necessary, consider legal steps and contact the local district court (court).^[2]

Help and Support / Resources

• BGB §535 and following – Rights and duties of landlords (Gesetze im Internet)
• Justice portal: information on courts and procedures (Justiz)
• Federal Ministry of Justice: information on legal aid and process costs

1. [1] Bürgerliches Gesetzbuch §§ 535–580a — Gesetze im Internet
2. [2] Justizportal: Informationen zu Amtsgerichten und Verfahren
3. [3] Bundesministerium der Justiz: Prozesskostenhilfe und Beratung