Documents & Deadlines for Tenants in Germany

As a tenant in Germany you are often required to notify your landlord about changes to your apartment or contract data. This text explains in plain language which documents are common, which deadlines apply and how to collect and submit evidence in a legally secure way. You will find templates and guidance on which forms are relevant to authorities, how to calculate deadlines and which steps are sensible to protect your rights in case of problems with the landlord or court. The language stays practical and step-by-step so you immediately know which documents (photos, rental agreement, registration certificate) are needed and how to meet deadlines to avoid disadvantages. For example: If your bank details change, report the change within 14 days with a signed statement and a bank statement.

Which changes must you report?

• Update bank details/SEPA for rent payments (rent): Notify the landlord in writing and attach a bank statement.
• Register move-in or move-out of additional persons (move-in): Inform the landlord and provide new names.
• Declare subletting or commercial use (notice): Obtain landlord consent in advance if required.
• Report acquiring a pet: Check the lease rules and inform in good time.
• Report damages or repairs (repair): Describe the defect, location and date, add photos.

Required documents

• Rental agreement: Shows rights, obligations and agreements between tenant and landlord.
• Written change notification / form (if available): Short text with date, signature and change.
• ID or registration certificate: Proof of identity for name or address changes.
• Bank statement for account changes: Proof for changed SEPA details.
• Photos and dates for damages: Secure evidence immediately.

Deadlines and how to calculate them

There is no single deadline for all changes; some obligations arise from the contract, others from statutory rules. Important deadlines should be documented in writing and proof of receipt sent by registered mail or email with read confirmation. General tenant rights and duties are found in the Civil Code (BGB)^[1].

• Change of bank details: Report within 14 days / Tagen so rent payments run correctly.
• Subletting: Inform as early as possible and ideally before the start (within notice period).
• Repairs: Report immediately; landlords should respond quickly for serious defects (reasonable time).

If a dispute arises, legal action is possible; civil procedure rules (ZPO) describe procedures for lawsuits such as eviction actions^[2]. Rental disputes usually start at the local court (Amtsgericht); appeals go to regional courts and ultimately the Federal Court of Justice (BGH)^[3].

Forms & templates

• Termination letter (template): Written, dated termination with signature; example: when you end the lease, state the move-out date and hand over the keys.
• Written change notification: Short statement (e.g. "Change of bank details"), date, signature, attach proof.
• WBS application / housing entitlement certificate: Submit at the local housing office for subsidized housing; check eligibility early.

FAQ

When must I report new bank details?

Report new bank details as soon as you are sure, no later than within 14 days, and attach a bank statement.

Can landlords require written confirmation?

Yes, landlords may require a written notification or signed statement for traceability; keep copies.

What happens if I miss deadlines?

Missed deadlines can lead to payment failures or problems with reimbursements; act quickly and document the belated submission.

How-To

1. Step 1: Gather all relevant documents (rental agreement, ID, photos).
2. Step 2: Create a written change notification with date and signature.
3. Step 3: Attach necessary evidence (bank statement for account change, registration certificate for address change).
4. Step 4: Send the notification by registered mail or email with read confirmation and save the proof of sending.
5. Step 5: In case of dispute: check deadlines, gather evidence and contact the local court or advisory services if needed.

Key Takeaways

• Meeting deadlines prevents legal disadvantages.
• Documentation (photos, emails, bank statements) is essential.

Help and Support / Resources

• Gesetze im Internet: Bürgerliches Gesetzbuch (BGB)
• Gesetze im Internet: Zivilprozessordnung (ZPO)
• Bundesgerichtshof (BGH)

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a
2. [2] Zivilprozessordnung (ZPO)
3. [3] Bundesgerichtshof (BGH)