Damage Report: Forms & Deadlines for Tenants in Germany

If damage occurs in your apartment, many tenants do not know exactly which forms to complete, which deadlines apply and how to document evidence correctly. This guide explains step by step which official documents are required for a damage report in Germany, how to send the notification in time to the property manager or insurer and which deadlines under the BGB or other regulations must be observed. Practical examples show how to collect photos, invoices and handover protocols and when a lawyer or local court should be involved. At the end you will find concrete action steps and links to official forms.

Which documents does a tenant need?

As a tenant, you should compile a clear overview of all documents: a written damage report to the landlord, meaningful photos, invoices or cost estimates and the handover protocol from the rental agreement. Legal basics for the tenancy relationship are found in the BGB, which regulates the duties of landlord and tenant.^[1]

• Photos and precise damage description
• Written damage report to landlord or property manager
• Invoices, cost estimates and proof of payment
• Handover protocol and rental contract as evidence
• Police report in case of theft or vandalism

Deadlines and timeframes

Tenants generally must report damages immediately; insurers often require prompt notification for insured damages. For contentious cases about claims or eviction lawsuits, the local court (Amtsgericht) is responsible and civil procedural deadlines are governed by the ZPO.^[2] For tenancy claims, the regulations of the BGB apply; missing a deadline can affect warranty or reimbursement claims.^[1]

• Immediately: Photograph the damage and inform the landlord
• Within a few days: Send a written notification to property manager or landlord
• Insurance: Observe the policy notification deadlines (often very short)

Forms & templates

There is no single nationwide form for every damage report; in practice tenants use a simple written damage report (letter or email) with date, damage description, photos and claim (repair or cost reimbursement). Court forms such as complaints or eviction claims are available at your local district court. Examples and typical contents:

• Written damage report (date, location, description, photos)
• Cost estimate or invoice to justify costs
• Forms/complaint templates for court actions (local district court)

How to secure evidence

Documentation often determines the success or failure of a claim. Photograph damage from several angles, date the images, collect invoices and note witness names. Also keep all emails and text messages with landlord or tradespeople.

• Photos with date and description
• Invoices, receipts and cost estimates
• Witness names and handover protocols

FAQ

How do I report a damage correctly?

Describe the damage, time and consequences in writing, attach photos and invoices and send the report to the landlord and possibly the insurer; document sending and receipt.^[1]

What deadlines apply for reporting to the landlord?

Generally immediately; specific deadlines may apply in insurance conditions or for court proceedings.

When can I reduce the rent?

With significant defects that impair usability, a rent reduction may be possible. Amount and start depend on the extent of the defect and BGB rules.^[1]

How-To

1. Take photos of the damage from several angles.
2. Create a written damage report with date, description and claim.
3. Gather invoices and cost estimates.
4. Inform landlord and, if applicable, household or liability insurer.
5. If necessary, seek legal advice and check district court forms.

Help and Support / Resources

• District courts and justice portal
• Civil Code (BGB) §§ 535–580a
• Federal Court of Justice (BGH)
• Code of Civil Procedure (ZPO)

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