Tenant Rights: Property Manager Rep 2025 Germany

As a tenant in Germany, you should know how property manager representatives may act and how to protect entry rights and your privacy. This guide explains in plain language which rights tenants have, when access is justified and how to document visits by the property manager. You will learn concrete steps for recording appointments, which proofs are useful and how to react to unauthorized entry. We also describe which forms and courts are responsible, what deadlines apply and how documentation helps in disputes before the local court. The information is practical and written for non-legal readers. Practical examples show how to build protocols and which deadlines you must observe.

What applies to property manager representatives?

Representatives of the property management may enter apartments only under certain conditions. The legal framework for landlord and tenant duties and rights is found in the Civil Code (BGB) §§ 535–580a^[1]. Access for repairs, handovers or safety checks is possible but should be announced and justified. In unforeseen emergencies (e.g., pipe burst) there is often an immediate right of access.

Entry rights, privacy and practice

As a tenant you have a right to privacy. Property management representatives must announce visits and may not enter your apartment without reason. If a representative wishes to appear, request a written notice or record name, reason and time of the visit.

• Record date, time and name of the representative immediately after the visit.
• Keep notices, emails or postings as evidence.
• Take photos only of damage; note prior conditions for comparison.

If access is disputed

Do not refuse reflexively, but be firm: ask for the legal basis and a reasonable notice period. For repeated or unauthorized accesses, document each incident and consider a formal complaint.

How to record visits correctly

A standardized protocol helps later in court or discussions with the landlord. Note clearly: reason, date, time, names of persons present, observed damage and resulting measures.

1. Immediately note date and start and end times of the visit.
2. Write down names and roles of the people; record statements verbatim.
3. For repairs document completed work and any unresolved defects.
4. Attach photos or short notes about conditions, but respect third-party privacy.
5. Send a brief written summary (email or registered mail) to the property management.

When courts help and which deadlines apply

Disputes about access, damage or rent reduction can be heard by the local court (Amtsgericht); this is the first instance for many tenancy matters. Procedural rules and claim types follow the Code of Civil Procedure (ZPO)^[2]. For legal questions BGH decisions can serve as precedent^[3].

Common escalation steps

• Send a written cease-and-desist request for unauthorized entries.
• File a claim at the competent local court if necessary.
• Seek legal advice, for example through municipal or court advisory services.

FAQ

Can a representative enter the apartment without notice?

Only in acute emergencies is immediate access permissible; otherwise notice and proportionality apply.

Which evidence is useful in a dispute?

Date, times, names, photos of damage, emails and written protocols are useful.

Which court is responsible for tenancy disputes?

For most tenancy issues the local court (Amtsgericht) is responsible; higher instances are the regional court or the Federal Court of Justice.

How-To

1. Prepare a protocol template (date, time, names, reason).
2. Complete the protocol immediately after each visit.
3. Send a brief written summary to the property management for confirmation.
4. Collect all evidence and prepare a claim submission to the local court if necessary.

Help and Support

• BGB - Civil Code (laws)
• ZPO - Code of Civil Procedure (forms and rules)
• Federal Court of Justice (BGH) - decisions

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a - gesetze-im-internet.de
2. [2] Zivilprozessordnung (ZPO) - gesetze-im-internet.de
3. [3] Bundesgerichtshof (BGH) - bundesgerichtshof.de