Lost Keys: Tenants & Shared Flats in Germany

Losing a key catches many tenants off guard and raises practical and legal questions for shared flats and single households in Germany. This guide explains in plain language which immediate steps are sensible, how to assess costs and liability, which official forms might be relevant, and how a simple checklist helps you act quickly. The advice is accessible and aimed at tenants who want to understand their rights under tenancy law without prior legal knowledge. If you are uncertain about deadlines or costs, a structured approach helps avoid disputes with the landlord and ensures necessary evidence is collected systematically.

What tenants should do now

Act promptly, document everything, and inform your landlord in writing if necessary. Many questions about lock replacement, cost allocation and spare keys can be resolved when evidence and clear communication are provided.

• Inform the landlord in writing and state the reason and time of the loss.
• Clarify costs: who pays for lock replacement or locksmith invoices.
• Documentation: collect photos, invoices, timestamps and witness names.
• Check legal claims under tenancy law and possible notification deadlines.^[1]

Example: In a shared flat a roommate emails the main tenant and the landlord, attaches a photo of the invoice and notes the time of loss. This creates a continuous record that limits later disputes over costs.

Practical steps and forms

Depending on the cause (misplaced vs. stolen), steps differ: for theft a police report is useful; for misplacing a careful assessment between lock replacement and key duplication often suffices. For terminations or formal notices, model letters from the Federal Ministry of Justice can be helpful.

• Termination letters / template letters (BMJ templates) if a formal notification to the landlord is required.^[2]
• If you suspect a break-in or theft, contact the police and have a report filed.
• Check the locksmith invoice: date, time, work performed and itemized prices.

Who is liable? Liability, liability insurance and landlord

Whether a tenant must pay for lock replacement or spare keys depends on the cause and contract terms. Damages caused by negligence can lead to tenant liability. Relevant provisions on use, maintenance and notification duties are found in the BGB; review the sections concerning use and defects.^[1]

Practical liability example

If a tenant repeatedly leaves keys unattended and damage results, the landlord may claim reimbursement. For simple misplacing without proof of negligence, decisions rely on the documentation provided.

How-To

1. Step 1: Check immediately whether the key was lost or stolen.
2. Step 2: Notify in writing and document circumstances and times.
3. Step 3: Record receipts and take photos.
4. Step 4: Contact the police if theft is suspected.
5. Step 5: Check insurance coverage and apply for reimbursement if applicable.
6. Step 6: Submit formal letters or templates and negotiate cost responsibility.

FAQ

Who pays for replacing the lock if I lose my key?

It depends on the circumstances: gross negligence can make the tenant liable; often insurance covers costs. Check your contract with the landlord and keep records.

Should I inform the police?

If theft occurred, yes; a report helps with liability and insurance claims. For simple misplacement, a report is usually unnecessary.

Which official forms are relevant?

Use BMJ template letters for formal notifications to the landlord and keep all invoices and receipts.^[2]

Help and Support

• [1] Gesetze im Internet: BGB §§ 535–536
• [2] Federal Ministry of Justice (BMJ) - Forms and templates
• [3] Federal Court of Justice (BGH) - Tenancy rulings

1. [1] Gesetze im Internet: BGB §§ 535–536
2. [2] Bundesministerium der Justiz (BMJ) - Forms and templates
3. [3] Gesetze im Internet: Code of Civil Procedure (ZPO)