Documents & Deadlines: Tenant Intake in Germany
As a tenant in Germany, a well-prepared initial consultation is often crucial in complex cases such as rent reduction, termination or eviction. This guide explains which documents, deadlines and official forms you should collect, how to document evidence and which authorities or courts (e.g. local court) are responsible. We provide practical examples, checklist-style steps and tips for contacting tenant associations and advisory centers. Read on to spot deadlines, understand standard forms and properly prepare typical documents such as rental agreements, utility bills, correspondence and photos of defects. This increases your chances of presenting clearly and in an organized way at an initial consultation or in court. Observe deadlines carefully and note appointment dates. This guide helps you bring documents in order.
What to collect
Keep an organized folder with all relevant documents. Each entry helps explain circumstances quickly.
- Rental agreement (all pages, amendments and annexes).
- Handover protocol and move-in/move-out records.
- Bank statements or receipts proving paid rent and deposit.
- Utility bills and billing periods.
- Correspondence with the landlord (emails, letters, SMS logs).
- Photos, videos and dated evidence of defects (mold, heating failure etc.).
- If applicable: medical certificates or expert reports for health-related damages.
Important deadlines and calculating time limits
Deadlines often decide the success of legal actions. Check deadlines in the rental agreement and in the BGB; procedural steps follow the rules of the ZPO.[1][2]
- Notice periods for ordinary termination (depending on length of tenancy).
- Deadlines for rent reduction: report defects immediately and document the date.
- Time limits to file a lawsuit after unsuccessful out-of-court communication.
Official forms and when they help
There are no nationwide uniform templates for every situation, but some formal steps and forms are regularly important:
- Legal aid application (PKH): If your finances are limited, apply for legal aid at the competent court; example: you sue for rent reduction but cannot afford court costs.
- Written termination or notice: Include date, signature and precise reasons; a clear text helps in later disputes.
- Written defect notice with a deadline for remedy: Describe the defect, set a deadline (e.g. two weeks) and include supporting photos.
How to document evidence securely
Consistent dating and safe storage are decisive. Create digital copies, save emails as PDFs and name files with date and content.
- Photos and videos: always secure with date and location.
- Correspondence: organize incoming and outgoing messages by date.
- Witnesses: note contact details and short statements from neighbors or tradespeople.
FAQ
- Which documents do I need for an initial consultation?
- Bring the rental agreement, handover protocol, proofs of payment, utility bills, correspondence and photos and, if applicable, medical or expert reports.
- How do I document defects correctly?
- Photograph defects with date, note the time you notified the landlord and keep responses in writing.
- When should I apply for legal aid?
- Apply for legal aid (PKH) if you cannot afford court costs; the competent local court will assess neediness.
How-To
- Gather all relevant documents in a folder: agreement, payments, photos.
- Check deadlines and note final dates before a consultation.
- Prepare written defect notifications with clear deadlines and supporting material.
- Contact tenant associations or advisory centers and book an appointment with your folder.
- If necessary: prepare documents for proceedings at the local court and review PKH options.
Help and Support / Resources
- BGB §535 ff. – Tenancy law (Gesetze im Internet)
- ZPO §253 – Requirements for a complaint (Gesetze im Internet)
- Federal Court of Justice (BGH) – decisions and information
