Documenting Application Questions for Tenants, Germany

Many tenants in German major cities face sensitive questions on rental application forms. This practical guide explains how tenants in Germany can document questions, spot possible discrimination, and secure evidence such as emails, photos, and interview notes. It shows clear steps for storing documents, when official reports make sense, and which deadlines apply to complaints. The guide references relevant laws like the BGB^[1], the responsible courts and sample wording so you can protect your rights without legal expertise. The goal is to prepare you to use evidence effectively and, if necessary, find the correct official forms and authority procedures. Read on for the checklist.

What to document

When filling application forms: the more precise your records, the better. Note every detail that could serve as evidence later.

• Date and time of every contact with landlord or agent
• E-mails, messages and submitted application documents
• Photos of damages, mold or other defects in the flat
• Written rejections, refusals or notes on the application form
• Witness contacts and interview notes with date and keywords
• Receipts for payments, deposit or rejected rental requests

When to report? Deadlines and authorities

Act promptly: report discriminatory questions or improper requirements in writing immediately and keep the messages. If deadlines are unclear, add a brief dated note with name and facts.

• Report defects or unfair questions without delay in writing
• If you suspect discrimination, contact the Antidiscrimination Agency^[3]
• For legal action, the local Amtsgericht is usually the first instance

Official forms and templates

Here are official forms and templates useful to tenants in Germany, with practical examples when to use them.

• Model termination letters from the Federal Ministry of Justice (e.g., for contesting unlawful clauses) — use the template to terminate correctly or set a deadline. ^[4]
• Complaint or report under the General Equal Treatment Act (AGG) — if application questions are discriminatory, document and consider filing a report. ^[2]
• Legal basis: Civil Code (BGB) §§ 535–580a as reference for tenant rights and obligations. Use the sections to support your written arguments. ^[1]
• Procedure note: For lawsuits, the Code of Civil Procedure (ZPO) applies; check requirements for pleadings at the local court. ^[5]

How to

1. Record date and time immediately for each contact with name and subject.
2. Save emails, messages and application documents digitally and as PDF.
3. Take timely photos of defects and keep metadata (date/time).
4. Send complaints in writing by email with read receipt or by registered mail.
5. Contact the Antidiscrimination Agency or an official advice centre if discrimination occurs.
6. If necessary, prepare a lawsuit and file it at the competent local court.

FAQ

What should I do if a question on the application form seems discriminatory?

Document the question, save screenshots or copies, note date and interlocutor, and consider reporting to the Antidiscrimination Agency or filing a formal complaint under the AGG.

What evidence helps with a complaint?

Emails, application documents, screenshots, photos, witness statements and interview notes are useful. Keep originals and organized digital copies.

Where do I file an eviction or civil claim?

Civil disputes are usually heard at the competent local court; check procedural rules in the ZPO and any required forms.

Help and Support / Resources

• Antidiscrimination Agency (Germany)
• Civil Code (BGB) — gesetze-im-internet.de
• Code of Civil Procedure (ZPO) — gesetze-im-internet.de

1. [1] Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
2. [2] Allgemeines Gleichbehandlungsgesetz (AGG) — gesetze-im-internet.de
3. [3] Antidiskriminierungsstelle des Bundes — antidiskriminierungsstelle.de
4. [4] Federal Ministry of Justice — bmj.de
5. [5] Code of Civil Procedure (ZPO) — gesetze-im-internet.de