Digital Signatures & Proofs for Tenants in Germany

When moving in, tenants in Germany often collect digital signatures and proofs such as signed rental contracts, handover reports and receipts for deposit or payments. This practical guide clearly explains which digital evidence is legally relevant, how to check signatures, create secure copies and meet deadlines. The aim is to make move-ins more transparent and avoid conflicts with landlords. We show which forms and authorities to know, how to document damage and when a local court or the Federal Court of Justice decides in disputes. The guidance is written for tenants without legal background and offers concrete steps for folder structure, evidence preservation and response to problems, and practical.

Which proofs are important?

When moving in you should have these documents ready:

• Signed rental contract (original or scanned PDF)
• Handover report with meter readings and existing defects
• Photos and videos of the condition at move-in
• Receipts for deposit and bank transfers
• Correspondence by e-mail or confirmed messages

Check and secure digital signatures

Legal bases can be found in the German Civil Code (BGB) §§ 535–580a^[1] and the Code of Civil Procedure (ZPO) for court steps^[2]. For key precedents, the Federal Court of Justice decides^[3]. Check whether an electronic signature is sufficient as evidence or whether the original is required, and store electronic documents in a folder with date, file name and a short description.

Recommended practice: create PDFs, name files clearly (e.g. "rental_agreement_attachment1_2025-06-01.pdf") and save screenshots of e-mails including headers. For deadline-bound declarations, document sending and receipt.

Documenting damage and defects

For rent reduction or compensation claims, thorough documentation is important. Note date, time and circumstances, and secure receipts.

• Photos with date or metadata
• Short written description of the defect
• Communication with the landlord as evidence

FAQ

Do I need a qualified electronic signature for a digital rental contract?

Not always; many rental contracts are valid with a simple electronic signature or a scanned original. If in doubt, check whether a qualified signature is required.

How long must I keep receipts and photos?

Keep relevant evidence at least as long as the contract runs and until any claims are settled, usually several years.

When does a dispute go to the local court?

Many tenancy disputes are handled by the local court; appeals go to the regional court and possibly to the Federal Court of Justice.

How-To

1. Scan or photograph all signed pages of the rental contract and save a PDF copy.
2. Create a handover report with meter readings and document damages with photos.
3. Save e-mail correspondence as PDFs including headers.
4. Name and organize files chronologically in a folder on your device and a backup solution.
5. If necessary, submit documents to the competent authority or the local court; observe procedural deadlines.

Help & Support / Resources

• Gesetze im Internet — German Civil Code (BGB)
• Gesetze im Internet — Code of Civil Procedure (ZPO)
• Federal Court of Justice (BGH) — Decisions

1. [1] Gesetze im Internet — Bürgerliches Gesetzbuch (BGB)
2. [2] Gesetze im Internet — Zivilprozessordnung (ZPO)
3. [3] Bundesgerichtshof (BGH) — Decisions