Documenting as a Tenant in Student Housing Germany
As a tenant in student housing in Germany, it is important to document incidents, defects and breaches of house rules clearly and traceably. Good documentation protects your rights in cases of rent reduction, objections or, in extreme cases, an eviction lawsuit. The following tips help students observe deadlines, collect evidence and prepare formal letters. I explain which details are important, how to store photos and contacts securely, which deadlines apply and which official bodies are responsible for disputes. The language remains simple and practical so you can act quickly without legal knowledge. If possible, document each step promptly and keep multiple copies. This increases the chances that authorities or courts will take you seriously as a tenant.
Why documentation matters
Documentation creates traceability: date, exact description, photos and witnesses make your case credible. This is important for rent reduction, reimbursement claims or a possible eviction lawsuit. Legal foundations for tenant rights can be found in the German Civil Code (BGB) §§ 535–580a [1], the procedural rules for lawsuits are regulated by the Code of Civil Procedure (ZPO) [2]. For precedents, courts refer to decisions of the Federal Court of Justice (BGH) [3].
Which rules apply in student housing
- Rules for use of common areas (notice)
- Visiting and quiet hours (time)
- Repair notifications and reporting obligations (repair)
- Rent payments and deposit (rent)
Observe the house rules and report violations to the housing administration first. Document who was informed when and what response occurred.
How to document defects and incidents
- Take photos of damages and secure them digitally (photo)
- Record date and time (time)
- Record witnesses and contact details (contact)
- Send a written report to the housing administration and keep a copy (notice)
- Keep receipts for rent payments and deposit (rent)
Store files in multiple places (e.g. cloud + local) and note every communication: who replied and when. A short chronological log helps later a lot.
Forms and deadlines
Many steps do not require fixed forms but should be documented in writing. Termination usually must be in writing; statutory deadlines and requirements are regulated by the BGB [1]. A lawsuit at the local court is filed according to the ZPO rules [2]. Practically this means: act quickly, send reports by email plus written confirmation or by registered mail, and record deadlines in writing.
Frequently Asked Questions
- Can I reduce the rent if heating or water is missing?
- Yes, in case of significant defects a rent reduction may be possible. Document the scope and duration of the defect, inform the landlord in writing and keep evidence.
- How long should I keep documents?
- Keep receipts for rent payments, defect reports and correspondence for at least three years, preferably longer.
- Where do I turn in case of an eviction lawsuit?
- Eviction lawsuits are heard at the competent local court (Amtsgericht); if unsure, ask the housing administration or a legal advice center.
How-To
- Take photos immediately and secure them digitally (photo).
- Note date and time of each incident (time).
- Write a short clear report to the housing administration (notice).
- Keep payment receipts and copies of all letters (rent).
- If necessary, prepare a lawsuit and file it at the local court (court).
Key Takeaways
- Documentation increases chances of success in disputes.
- Take deadlines seriously and act promptly.
- Written communication often matters more than verbal agreements.
Help and Support
- Civil Code (BGB) §§535–580a — Gesetze im Internet
- Code of Civil Procedure (ZPO) — Gesetze im Internet
- Federal Court of Justice (BGH) — Official Website
