Deposit Proof: Deadlines & Receipts for Tenants Germany
As a tenant in Germany it is important to prove deposit interest, deadlines and receipts correctly so that the deposit is refunded in full and on time. Many tenants do not know which documents are needed, how long bank statements must be kept, or which deadlines apply to claims. This guide explains in plain language which documents you should collect—from the deposit account statement to rent payments and invoices—and how to monitor deadlines. We also show practical steps, which forms or applications are relevant in disputes and when you should go to the local court. Use the checklists and examples to secure evidence and avoid unnecessary disputes. This helps you keep your rights safe.
Which documents you need
To fully prove the deposit and any interest, it is best to collect these documents. Legal bases for landlord and tenant duties can be found in the BGB and for court procedures [1].
- Deposit account statements and account overviews
- Receipts for rent and deposit payments
- Written correspondence with the landlord (emails, letters)
- Tenancy agreement and handover protocol
- Invoices for additional costs and any deductions
Deadlines, interest and how long to keep records
Deadlines for claims or refunds depend on the situation: general limitation and claim periods are regulated in the BGB [1]. Practically: keep records for at least three years, better six years, if interest or billing issues are involved.
- Check deadlines immediately when you receive a bill or demand
- If billing is disputed: respond within a few weeks
- Interest claims on deposit balances should be documented via the deposit account
How to organize records securely
Use a simple system: a digital folder plus printed copies. Name files with date and content (e.g. "2023-05-02_deposit-receipt.pdf"). For bank statements mark relevant entries and note brief explanations.
- Scan all receipts immediately and save them chronologically
- Keep a simple list with date, amount and counterparty
- Note call summaries with date for phone conversations with the landlord
If a dispute remains: forms, filings and the competent authority
If a claim cannot be resolved amicably, formal steps may be necessary. Many steps have standardized forms or templates you should use [3]. Rental disputes are usually heard by the local court; the court also explains jurisdiction and procedure [2].
- Termination or reminder letters (use a template, state date and deadline)
- Applications for court measures (file with the local court if necessary)
- Eviction suits or claims for payment are handled at the local court
Practical examples
Example 1: You transferred the deposit to a joint account, the landlord claims no receipt. Show the bank statement, the receipt and email correspondence. Example 2: After handing over the flat the landlord deducts costs; request a detailed statement including supporting receipts and deadlines.
FAQ
- What should I keep to claim deposit interest?
- Keep deposit account statements, receipts for payments and written communication with the landlord. These documents prove the claim and interest calculation.
- How long do I have to object to deductions?
- Exact deadlines depend on the case; keep records for at least three to six years. React quickly to bills and request a detailed breakdown.
- Where do I file lawsuits or applications?
- Generally at the competent local court; for further legal questions there are regional courts and ultimately the Federal Court of Justice.
How-To
- Check deadlines immediately on received bills or demands
- Collect and scan all relevant documents chronologically
- Request a written, detailed statement from the landlord
- If necessary: file documents at the local court or seek legal advice
Help and Support / Resources
- Bürgerliches Gesetzbuch (BGB) – gesetze-im-internet.de
- Information on courts – justiz.de
- Forms and templates – service.bund.de
