Digital Signature & Proofs for Tenants in Germany

When moving in, tenants and landlords often need to exchange digital signatures and proofs. This page explains in plain language which documents tenants in Germany should keep ready, how digital signatures can be used in a legally secure way, and which templates simplify the move-in process. You will find practical checklists, notices about deadlines and forms, and examples of how to document proofs (e.g., payment receipts or handover reports) securely. The goal is to give you, as a tenant, clarity, to avoid trouble and to prepare evidence properly in case of a dispute. We also explain which forms are used, how to store proofs securely and when to seek legal help at the local court.

What are digital signatures and proofs?

Digital signatures are electronic signatures that can confirm the identity of signers and are legally binding in many cases. Proofs are all documents, photos or receipts that document an event or a payment. For tenancy relationships, the rental agreement, handover reports, payment receipts and deposit receipts are particularly relevant. Legal foundations for tenancy law can be found in the Civil Code (BGB), especially regarding landlord and tenant obligations.^[1]

Practical tools and templates

Use simple templates to organize move-in appointments, key handovers and payment proofs. Standard letters such as a termination or handover report simplify evidence management. When using digital signatures, choose providers with qualified certificates when high legal certainty is required.

• Rental agreement (complete copy and signed page with date)
• Deposit receipt or payment receipts for first rent and deposit
• Handover report with photos and list of existing damages
• Templates: move-in agreement, key log, change notification

Template examples and use

A move-in agreement should include at least the name, address, move-in date, number of keys and agreed payments. A handover report should state date, time, meter readings and the condition of the rooms. Save such templates as PDF and supplement them with photos.

Forms, deadlines and competent authorities

For some steps there are established templates or forms; elsewhere a simple written notice suffices. In case of disputes, the local court (Amtsgericht) is competent; in lawsuits the rules of the Code of Civil Procedure (ZPO) apply.^[2] As a tenant you should document deadlines (e.g., rent payment, deadline for defect notification) and submit proofs on time.

FAQ

Do I always need a qualified digital signature for rental agreements?

No. Many rental agreements are valid with a simple electronic signature or handwritten signature; in important disputes a qualified signature can have higher evidentiary value.

Which proofs should I keep especially when moving in?

Keep the rental agreement, handover report with photos, payment receipts for rent and deposit, and correspondence with the landlord.

Where do I submit evidence if a dispute arises?

Evidence is generally submitted to the competent local court; keep copies and originals secure.

How-To

1. Gather all relevant documents and create digital copies (PDF, photos).
2. Create a handover report with date, meter readings and photos and have it signed by both parties.
3. Store payment receipts chronologically and note transfer dates as proof.
4. If necessary, contact the local court or seek legal advice; submit evidence in an orderly manner.

Help and Support / Resources

• BGB (Civil Code) on Gesetze im Internet
• ZPO (Code of Civil Procedure) on Gesetze im Internet
• Federal Ministry of Justice

1. [1] Gesetze im Internet: Bürgerliches Gesetzbuch (BGB)
2. [2] Gesetze im Internet: Zivilprozessordnung (ZPO)
3. [3] Federal Ministry of Justice: Information and templates