Photo & Video Documentation for Tenants Moving in Germany

When moving long distance, tenants often ask how to reliably document damage, wear or missing items. Photo and video documentation is an accessible, important form of evidence that helps secure claims against the landlord, avoid misunderstandings at handover, and meet deadlines for defect notices. In Germany you should proceed systematically: document rooms, damages, meter readings and key handovers, secure timestamps and archive original files. For long-distance moves it is especially important to document early and comprehensively and to store digital copies safely because in-person coordination is rarer. This guide is for tenants in Germany who want to create clear evidence without requiring legal expertise.

Why documentation matters

Photos and videos are central evidence when it comes to rent reduction, damages or disputes at handover. In Germany §§ 535 ff. BGB regulate landlord and tenant duties; good documentation eases enforcement of rights in court or negotiations.^[1]

Practical steps for photo and video documentation

• Take photos of damage (photo): close-ups and wide shots, include a scale like a ruler or a common object.
• Record a video walkthrough (video): pan through each room, speak descriptions aloud and film important findings.
• Secure date and time (time): camera time, screenshots with timestamps or a separate note with date and time.
• Photograph meter readings and log them (record): electricity, gas and water readings at move-out.
• Send written defect notices (notice): write a short defect description and request repair or confirmation.
• Secure contacts and communication (contact): save email exchanges, names of contacts and phone notes.
• Keep receipts and invoices (receipt): repair invoices, deliveries and cost proofs.

Handover record and deadlines

A written handover record with photos or a link to the video files is helpful to record condition and meter readings. Refer to the relevant rules such as § 536 BGB when reporting defects and document deadlines for corrections in writing.^[1] For formal steps like termination or formal letters, templates and guidance from the Federal Ministry of Justice can be useful.Termination letter sample (BMJ)

Frequently Asked Questions

Do I have to take photos and videos when moving long distance?

There is no general obligation, but documentation protects your rights and facilitates later evidence.

How long should I keep documents?

Keep photos, videos and receipts at least as long as statutory limitation periods run or until disputes are finally resolved.

Are photos admissible as evidence in court?

Yes, well-documented photos and videos are admissible; metadata, dates and witnesses are helpful complements.

How-To

1. Prepare: ensure enough storage, check camera date/time and create a checklist (record).
2. Record: systematically take photos room by room and a final video walkthrough (photo, video).
3. Log: note date and time of each file and relevant meter readings (time).
4. Send: submit important defect notices in writing to the landlord and keep proof of dispatch (notice).
5. Secure: create backups and share files securely with authorized persons (contact).

Help and Support / Resources

• Federal Ministry of Justice (BMJ)
• Gesetze im Internet (BGB, ZPO)
• Federal Court of Justice (BGH) – decisions

1. [1] Gesetze im Internet: § 536 BGB (Rent reduction)
2. [2] Gesetze im Internet: Code of Civil Procedure (ZPO)
3. [3] Federal Court of Justice (BGH) – publications and decisions