Tenants Notify Changes in Germany: Shared Flats

Tenants in shared flats often face the question of how to report changes — for example change of address, new roommates or changed income for housing benefit and rent supplements — correctly and on time. This guide explains step by step what obligations you have as a tenant in Germany, which deadlines apply and which official forms you should use. You will learn how to secure documents, collect evidence and when to notify the landlord, the municipality or the responsible office. Practical templates and administrative tips help avoid misunderstandings and protect your rights.

What and when to report?

Fundamentally, the German Civil Code (BGB) regulates the landlord's duty to provide the rented property and the obligations of the contracting parties; many practical reporting duties arise from this or from municipal rules^[1]. Submit changes in writing with a date so that deadlines and proof are clear.

• Address change: Register with the landlord and the residents' registration office within the local deadline (often 1–2 weeks).
• New roommate: Check the lease, obtain consent if required and send the appropriate form or a written notification to the landlord.
• Damages or heating failure: Report immediately in writing and document deadlines for defect remedy.
• Housing benefit / rent subsidy: Report changes in income and household size without delay, otherwise recoupment may occur.

How to report formally?

Written notifications are often sufficient, but treat formal steps like terminations or objections always in writing and with proof. In disputed cases it may be necessary to observe deadlines from the Code of Civil Procedure (ZPO)^[2].

• Forms and templates: Use official forms or write clear, dated letters (e.g. sample termination letters or applications).
• Collect evidence: Keep photos, chats, payment receipts and handover protocols.
• Document contacts: Log calls and obtain confirmations by email or letter.

Important official forms and examples

The following forms and templates are particularly important for tenants. Use official templates or refer to the receipt from the office when submitting:

• Termination letter (template): If a roommate moves out or a tenancy ends, use a written termination letter with date, signature and clear deadline; example: "Termination of subtenancy effective on DD.MM.YYYY".
• Housing benefit application (template): When income changes, submit the updated application with evidence to the responsible housing benefit office.
• Registration change at the residents' registration office: Request the official registration certificate when you change address.

Practical example: If two new roommates move into a shared flat, inform the landlord in writing, adjust the contractual situation together and submit updated housing benefit documents to the office^[5].

Legal routes and courts

If conflicts cannot be resolved amicably, tenancy proceedings can be brought before the local court (Amtsgericht); higher instances are the regional court (Landgericht) and for matters of fundamental importance the Federal Court of Justice (BGH)^[4]. Rules of the Code of Civil Procedure apply for eviction and related claims^[2].

Frequently Asked Questions

Do I have to inform the landlord about every roommate change?

Yes, usually notification is required; check the lease for consent clauses and inform the landlord in writing.

How quickly must I report an address change?

The deadline depends on local registration rules; often 1–2 weeks at the residents' registration office and promptly to the landlord.

What documents do I need for a housing benefit application after a change?

Usually: proof of income, lease, registration certificate and proof of household size; attach current evidence.

How-To

1. Note the change immediately and check deadlines (e.g. re-registration or notification duties).
2. Create a short, dated letter with the facts and signature.
3. Collect all relevant evidence (photos, lease, payment receipts).
4. Send the letter to landlord and, if applicable, to the responsible office and note dispatch/receipt.
5. If there is no response or the situation becomes contentious, consider legal steps and contact the local court or advisory services.

Key Takeaways

• Report changes early to avoid missed deadlines.
• Documentation strengthens your position in disputes.
• Use official forms and keep copies of all submissions.

Help and Support / Resources

• BGB (Civil Code) — legal text
• Federal Court of Justice (BGH) — decisions
• Wohnraumförderungsgesetz (WoFG) — legal text

1. [1] BGB (gesetze-im-internet.de)
2. [2] ZPO (gesetze-im-internet.de)
3. [3] WoFG (gesetze-im-internet.de)
4. [4] Bundesgerichtshof (bundesgerichtshof.de)
5. [5] Musterformulare und Hinweise (Bundesministerium der Justiz)