Documents & Deadlines for Tenants in Germany 2025
As a tenant in Germany it is important to manage documents and deadlines systematically. This guide explains which documents are required, how to collect evidence for urgent defects or terminations correctly, and which deadlines apply in 2025. I give practical examples: how to structure a termination letter, which receipts help in case of heating or water failure, and how the Wohnberechtigungsschein (WBS) functions. The language is simple so you can quickly check what to present, whom to contact and how to create court-ready documentation.
Important Documents
Store the following documents centrally and scan copies. Note date and reason for each file.
- Lease agreement (signed lease, form)
- Rent payment receipts / bank statements (rent receipts)
- Move-in/move-out handover protocol (record)
- Written defect report with photos (repair)
- WBS / housing entitlement certificate and application documents (application)
Deadlines & Urgency Levels 2025
Depending on urgency, different timeframes apply: In danger (e.g., burst pipe, no heating in winter) act immediately and inform the landlord; for less urgent defects set a reasonable repair deadline. Record deadlines in writing and set a clear follow-up deadline.
- Immediate measures for danger (e.g., heating failure) — report within 24 hours (deadline).
- Repair deadlines: set a follow-up period in the defect notice, e.g., 14 days (deadline).
- Termination deadlines under the BGB: observe the statutory notice periods for ordinary termination (deadline).[1]
How to Provide Evidence Correctly
Documentation is crucial: date, time, photos with timestamps, witness statements and clear descriptions. Send defect notifications by registered mail or by email with read receipt, and store all acknowledgements.
- Photos with dates and multiple angles (evidence).
- Written defect notice by registered mail or email (notice, form).
- Receipts for provisional repairs or temporary accommodations (rent payments).
Official Forms and Templates
Important forms tenants should know:
- Termination letter template: practical template for correct notice; use it when you want to end the tenancy properly.
- WBS application: required proof for subsidized housing; submit the application to your municipality.
- Defect notice template: clear wording with deadline, place, date and requested follow-up period.
FAQ
- Which documents do I need for a valid termination?
- You need a written termination letter with signature, the lease agreement and proof of notice periods. Use a termination template and send the letter with proof of delivery.
- How do I prove urgent defects to the landlord?
- Photo documentation, a written defect notice with a deadline, witness statements and cost receipts are central. Save all delivery confirmations.
- Who decides in a dispute about deadlines or eviction?
- Local courts (Amtsgerichte) are the first instance for tenancy disputes; higher courts such as the Landgericht or the Federal Court of Justice decide on legal questions.[2]
How-To
- Check and document the deadline: note the date of the incident and set a written follow-up deadline (deadline).
- Create a written defect notice: describe the defect, demand repair and send the notice with proof (notice).
- Collect evidence: secure photos, invoices, witnesses and payment receipts (evidence).
- If there is no reaction, consider legal steps and contact the local court if necessary (court).
