Document Boiler Servicing: Tenant Rights in Germany
As a tenant in Germany, it is wise to photographically and in writing record every boiler servicing and every contact with the landlord. Documentation helps to prove duties under the BGB[1], to prove deadlines and to present evidence for rent reduction or communication in case of malfunctions. This practical guide explains which photos, notes and wording are useful, how to document appointments, which official forms are relevant and which courts you can turn to. The guide is written for tenants without legal background and shows concrete steps, templates and links to official sources so you can represent your rights in Germany securely and transparently. At the end you will find a short FAQ, a step-by-step guide and official links to the BGB, the Heating Costs Ordinance and courts.
What belongs in the documentation?
A complete file contains date, photos, written communication and receipts. Collect all information systematically so you have clear evidence in case of a dispute.
- Date and time of the appointment as well as the technician's name and company.
- Photos of the boiler before and after servicing, serial numbers and display readings.
- Service report or service protocol as a scan or photo.
- Email, SMS or chat communication with the landlord and the technician.
- Receipts, invoices and payment proofs for parts or service.
Detailed documentation increases your chances of success in disputes.
Legal notes and forms
The landlord is obligated under the BGB to maintain the rented property in proper condition. Rules on heating and hot water billing are governed by the Heating Costs Ordinance[2]. If maintenance appointments are missed or refused, local courts and possibly higher courts are responsible[3].
- Use simple defect notification forms and deadline notices (written or by email).
- Record deadlines clearly ("Please repair by DD.MM.YYYY"), then you have proof for possible rent reduction.
Respond to deadline notices promptly, otherwise you may lose rights.
FAQ
- Do I have to document boiler servicing as a tenant?
- No, the duty to document usually lies with the landlord, but as a tenant you protect your interests by keeping your own photos, notes and copies of service reports.
- Which evidence is particularly suitable?
- Datet stamped photos of the boiler, digital timestamps, the technician's service report and emails to the landlord are particularly convincing.
- What can I do if the landlord refuses maintenance?
- Send a written defect notification with a deadline and document the submission. If the landlord still fails to act, consider legal steps, e.g. at the local court.
How-To
- Note date and time as soon as a problem occurs or an appointment is booked.
- Take multiple photos from different angles: overall view, type plate and error display.
- Ask the technician for a written protocol and photograph that document.
- Send a defect notification to the landlord by email and save the delivery confirmation.
- Store invoices and payment proofs separately and create an overview with date, action and contact person.
Keep a copy of all photos and documents in the cloud and locally.
Help and Support / Resources
- § 535 BGB — Obligations of the landlord
- Heating Costs Ordinance (HeizKV)
- Federal Court of Justice (BGH) – Information
