Document Boiler Maintenance: Tenants in Germany

As a tenant in Germany you can avoid many problems if you document boiler maintenance obligations carefully. This text explains step by step how to record defects, maintenance appointments and communication with the landlord, which deadlines are important and which official forms apply. You will receive practical examples for photos, protocols and appointment entries as well as tips on how to store evidence securely. We also show when a rent reduction is possible, which courts are responsible and which sections of the BGB are relevant. The aim is to enable you to act clearly, well-documented and legally secure — without legal prior knowledge, but with understandable instructions and concrete steps. Read on below for practical templates.

Boiler maintenance and your documentation

When there are problems with the boiler it is important to record every step. Note appointments, who was on site, the exact description of the defect and measures taken under the provisions of the BGB ^[1]. Keep photos, invoices and maintenance records, especially if heating costs and billing are affected ^[2]. Complete documentation makes it easier to meet deadlines, provide evidence and communicate in court if necessary.

What to document?

• Date of the appointment and time (appointment)
• Photos, videos and evidence of the damage (evidence)
• Exact description of the defect and repairs carried out (repair)
• Correspondence with the landlord, deadlines and received forms (notice)
• Invoices, costs and possible deductions on the heating bill (payment)
• Consent for access appointments and who had keys/entry (entry)

Official forms and examples

Tenants usually do not need special official forms, but they do need correct written evidence. Typical forms and templates are:

• Defect notice (informal letter): Example: date, short defect description, attach two photos, set a deadline for remedy (e.g. 14 days).
• Termination letter — template of the Federal Ministry of Justice for written terminations, if a termination without notice becomes necessary due to serious defects.
• Filing a claim at the local court (civil action under the ZPO): Example: application for remedy of the defect or reimbursement claims for proven damages ^[3].

FAQ

Who is responsible for boiler maintenance?

Usually the landlord is responsible for the maintenance of the heating system; exact duties arise from the tenancy agreement and §§ 535–536 BGB ^[1].

Can I reduce the rent if the heating fails?

If the living value is reduced due to heating failure, a rent reduction may be possible; document the extent and duration of the failure precisely and inform the landlord in writing.

How quickly must the landlord react?

Urgent faults should be rectified immediately; set a reasonable deadline in your defect notice (often 48–14 days depending on urgency) and document the deadline in writing.

How-To

1. Record the appointment: note date, time and the name of the technician (appointment).
2. Secure photos and evidence: save at least three photos from different angles (evidence).
3. Write a defect notice: short, factual, set a deadline and send copies (notice).
4. Request a repair report: document company name, work done and materials used (repair).
5. Check invoices: only pay for correct services or after consulting the landlord (payment).
6. In case of dispute: file a claim at the competent local court and attach evidence (court).

Key Takeaways

• Documentation is the tenant's strongest evidence for heating issues.
• Set clear deadlines and record appointments in writing.
• Use official template letters as a basis and adapt them to your case.

Help and Support / Resources

• Civil Code (BGB) at Gesetze-im-Internet
• Heating Costs Ordinance (HeizKV) at Gesetze-im-Internet
• Federal Court of Justice (BGH) — official case law

1. [1] BGB §§535–536, Gesetze im Internet
2. [2] Heating Costs Ordinance (HeizKV), Gesetze im Internet
3. [3] Federal Court of Justice — official case law