Initial Advice for Tenants in Germany: Documents

As a tenant in a German big city, a well-prepared initial consultation is often decisive: with the right documents you explain problems clearly, protect your rights and save time. This guide shows which documents (rental agreement, utility bills, correspondence, photos of defects, proof of payment) you should collect, how to keep deadlines for rent reduction or termination in view and which local courts are responsible for tenancy disputes. The language remains clear, with practical steps such as creating continuous evidence records and submitting forms. The goal is that you go to the consultation with confidence and can act quickly if heating, repairs or a rent increase become an issue. We list relevant forms and show how to find contacts for tenant associations, advisory centers and authorities.

What to bring to the initial consultation

Bring all relevant documents to the initial consultation so that advisers or lawyers can quickly assess the case. Legal bases on the rental agreement and the duties of landlord and tenant can be found in the German Civil Code (BGB) §§ 535–580a^[1].

• Rental agreement (document) — main contract with start date, rent amount, clauses and signatures.
• Utility bills (document) — settlements from recent years and supporting receipts if available.
• Correspondence with the landlord (document) — emails, letters, SMS with dates.
• Photos and videos of defects (photo) — dated files, ideally with metadata.
• Proofs of payment (receipt) — bank transfers, receipts, cash slips.
• Repair invoices and contractor reports (repair) — offers, invoices and appointment confirmations.
• Received termination notices or warnings (notice) — note date, method of delivery and content.

Before the consultation: documentation and deadlines

Arrange evidence chronologically and note key dates: when defects were first noticed, when you reported them and what responses occurred. Deadlines for rent reduction, termination or legal action can be short; eviction lawsuits are governed by the Code of Civil Procedure (ZPO)^[2].

• Check deadlines (deadline) — record deadlines for repairs, objections and other responses.
• Create an evidence log (document) — include date, time, persons involved and observed damage.
• Prepare contact information (contact) — landlord, property manager and witness names.

Which courts and authorities are responsible?

Tenancy disputes are usually heard first at the competent local court (Amtsgericht); higher value disputes go to the regional court (Landgericht), and legal precedents are decided by the Federal Court of Justice (BGH). Information on local court responsibilities is available on the justice portal^[3].

Formal procedures (such as eviction lawsuits) also follow the ZPO rules and specific forms provided by the Federal Ministry of Justice^[4].

FAQ

What documents do I need for the initial consultation?

Bring the rental agreement, utility bills, correspondence, photos of defects, proof of payment and any repair invoices.

How do I document defects correctly?

Photograph damages with dates, keep an incident log and report defects in writing by email or registered mail.

How-To

1. Collect documents (document) — rental agreement, bills, correspondence and receipts should be ordered chronologically.
2. Secure evidence (repair) — take photos, videos and note witness names with dates.
3. Check deadlines (deadline) — note deadlines for defect notifications or possible rent reduction actions.
4. Book the initial consultation (contact) — send documents ahead to the advice center or lawyer.

Help and Support

• German Civil Code (BGB) – Gesetze im Internet
• Federal Ministry of Justice and Consumer Protection (BMJV)
• Federal Court of Justice (BGH)

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a
2. [2] Code of Civil Procedure (ZPO)
3. [3] Competence of Local Courts (Justizportal)
4. [4] Federal Ministry of Justice and Consumer Protection – Forms