Damage Report for Tenants & WGs in Germany

As a tenant in Germany, water damage or burglary can quickly become a burden. This guide explains how to correctly file a damage report with the landlord and insurer, which deadlines apply and which evidence you should collect. I explain clearly when liability or household insurance covers damage, how to inform the landlord and the role of the local court in disputes. With practical template phrases, tips for preserving evidence (photos, witnesses) and simple communication steps you avoid mistakes that endanger claims. The goal is that shared-flat residents and single tenants in Germany can settle damages quickly and enforce cost coverage. I also show which official forms are important and how to check deadlines under the BGB and ZPO.^[1]

What is a damage report and when to notify?

A damage report informs the landlord and possibly the liability or household insurer about an occurred damage (water, fire, burglary, pipe defect). Report damage immediately, document everything and distinguish between:

• Emergencies (danger in delay): report immediately by phone to limit acute damage.
• Evidence: collect photos, videos, date/time and short notes on cause and extent.
• Contact: inform landlord, property manager and your insurer; note names and times of reports.
• Temporary repairs: if necessary, arrange short-term repairs and keep receipts.

Which deadlines and rights apply?

As a tenant you have duties to limit damage and rights to repair or rent reduction if usability is restricted. Deadlines depend on the lease, the German Civil Code (BGB) and the Code of Civil Procedure (ZPO).^[1] In disputes the local court (Amtsgericht) is the first instance for tenancy claims; there you can file eviction suits or claims enforcement. ^[2]

How to write a written damage report?

A written damage report should be clear, dated and complete. State location, time, damage description, initial measures and request confirmation. Example structure:

• Date and address of the rental property and your name.
• Description of the damage with date/time and photos as attachments.
• Measures already taken (e.g. shut-off, temporary repair) and name of the tradesperson.
• Request confirmation of receipt and information on the next steps.

FAQ

Who pays first: landlord or insurer?

Often the liability insurance of the person at fault or your household insurer examines the damage. The landlord is responsible for repairs but can seek recourse against a liable third party or their liability insurer.

Can I reduce the rent if my apartment is damaged?

Yes, rent reduction may be possible if usability is limited; the amount depends on the extent and is assessed on a case-by-case basis.

What if the landlord does not respond?

Send a formal deadline letter, document all contacts and consider legal steps at the local court.^[2]

How-To

1. Take immediate action: remove dangers, shut off water, cut power, take photos and videos.
2. Call landlord and insurer and report the damage in writing as well.
3. Collect documentation: photos, witnesses, invoices and all evidence; make copies.
4. If necessary, advance repair costs and keep receipts for reimbursement.
5. In case of disagreement secure evidence and consider filing a suit at the local court. ^[3]

Help and Support

• BGB (Tenancy law) — gesetze-im-internet.de
• ZPO (Procedure) — gesetze-im-internet.de
• Court information (Local court) — justiz.de

1. [1] Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
2. [2] Zivilprozessordnung (ZPO) — gesetze-im-internet.de
3. [3] Bundesgerichtshof (BGH) — bundesgerichtshof.de