Digital Tenant Communication - Legal Guide Germany

As a tenant in Germany, you often face questions about rent increases, repairs or terminations. Digital home communication helps to document concerns clearly, meet deadlines and create legally valid evidence. This guide shows step by step how to organize messages, repair requests and formal letters digitally, which official forms are important and how to involve the local court or responsible authorities correctly. Neutral, easy-to-understand language is intended to help you resolve conflicts objectively and avoid unnecessary risks. At the end you will find practical templates, notes on deadlines and official links to laws and forms that are important for your protection as a tenant in Germany.

What is digital home communication?

Digital home communication means that you submit concerns by e‑mail, messaging service or via a property management portal while creating evidence at the same time. For many tenancy obligations and claims, written form remains important; the relevant regulations can be found in the Bürgerliches Gesetzbuch (BGB), especially in the areas of tenancy law (§§ 535–580a).^[1]

Legally secure documentation

Collect all messages, photos and invoices in a secure place and keep a simple log with date and time. This creates a traceable file for landlords, authorities or the court.

• Save photos of damages with date and a short description.
• Export e‑mails and messages as PDFs and archive them.
• Note deadlines and set reminders so you can respond in time.
• Store forms and official letters separately, ideally in chronological order.

Forms and templates

There is not an official state form for every process. However, some useful official documents and applications are available:

• Wohnberechtigungsschein (WBS): Application for social housing; use it if you are eligible. Example: complete the application online at your city administration.^[3]
• Application for legal aid (Prozesskostenhilfe, PKH): If you need financial help for court proceedings, use the official form at the competent court.
• Termination letter: There is no prescribed statutory form for tenant termination; the termination must be in writing and signed. Use a clear, dated letter with an original signature.

Deadlines and official procedures

Pay attention to statutory and contractual deadlines. If a conflict escalates, the local court (Amtsgericht) is usually the right contact for tenancy disputes; proceedings are governed by the Civil Procedure Code (ZPO).^[2]

• For defects: inform the landlord in writing and set a reasonable deadline for remedy.
• If unsure: contact local tenant advice or the competent local court for clarification of procedures.

Sample: Repair request by e‑mail

Recommended wording: Briefly describe the defect, attach a photo, state the date of discovery and set a reasonable deadline (e.g., 14 days) for remedy. Send the message additionally by registered mail if there is no response.

FAQ

How do I best document a defect?

Take timely photos, save messages and note date/time; send a written defect notification to the landlord and secure proof of dispatch.

What is the Wohnberechtigungsschein (WBS)?

The WBS is an official certificate of entitlement to subsidized housing; apply for it at your municipal authority if you meet the requirements.^[3]

When is the local court (Amtsgericht) competent?

For many tenancy disputes, such as rent reduction, termination or eviction suits, the competent local court is the right venue; procedural rules are found in the ZPO.^[2]

How-To

1. Set a deadline: Phrase a clear deadline for remedy (e.g., 14 days).
2. Collect evidence: Secure photos, messages and invoices.
3. Notify in writing: Send the defect notification by e‑mail and additionally by registered mail if necessary.
4. Authorities/court: If the landlord does not react, consider filing a claim at the local court or seeking legal assistance.^[4]
5. Keep records: Retain all documents at least until final clarification.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
• Zivilprozessordnung (ZPO) — gesetze-im-internet.de
• Information on courts and procedures — justiz.de

1. [1] Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
2. [2] Zivilprozessordnung (ZPO) — gesetze-im-internet.de
3. [3] Wohnberechtigungsschein (WBS) — service.berlin.de
4. [4] Information on courts — justiz.de