Tenant Rights in Germany: Document Dorm Rules

As a tenant in a student dormitory in Germany, you should know early on how rules and administrative decisions are documented. Good recordkeeping protects your tenant rights, eases communication with building management and helps with rent reductions, repairs or disputes in court. This guide explains practical steps: which documents to collect, how to date incidents and secure photographic evidence, which official forms and deadlines to note and how to keep contact logs. The tips suit students, shared flats and individual tenants and refer to competent authorities such as the local court and relevant sections of the BGB. At the end you will find template forms and links to official sources.

What to watch for

Documentation means: date and time, who was involved, exactly what happened and how the administration responded. Relevant legal bases: tenancy law in the BGB^[1] and the jurisdiction of local courts^[2].

• Record the date and time of each incident clearly.
• Document contact with the building management including the contact person, date and communication channel.
• Store photos and videos as evidence, add dates and create backup copies.
• Keep all letters, emails and forms (e.g. sample termination letter from the Federal Ministry) filed.
• Log repair requests, deadlines and the administrations responses.

Practical steps for documentation

Start with a simple folder or digital directory structure: one file for appointments, one for photos, one for correspondence and one for invoices. For legally relevant actions certain forms can be helpful, such as payment order requests or termination letters; the payment order procedure and court steps are governed by the ZPO^[3], and template guidance is available from the Federal Ministry^[4].

Creating evidence

• Take photos from different angles and note the date/time.
• Write short notes with location, time and people involved.
• Collect and keep invoices and cost estimates.

FAQ

What counts as sufficient evidence for defects?

Photos, dated notes, repeated reports to management and invoices for repairs are generally persuasive.

How long should I keep documents?

Keep tenancy contracts and relevant correspondence for at least three years, preferably longer.

Who should I contact in serious disputes?

First contact the building management; if unresolved, local courts handle tenancy disputes.

How-To

1. Immediately note the date and time of each incident.
2. Document written contact with management and keep copies.
3. Store photos and videos securely and create backups.
4. If necessary, complete official forms and submit them within deadlines.

Help and Support / Resources

• §§ 535 580a BGB
• Justice portal of the federal and state governments
• Federal Ministry of Justice and Consumer Protection

1. [1] German Civil Code (BGB) §§ 535 6 580a
2. [2] Justice portal of the federal and state governments
3. [3] Code of Civil Procedure (ZPO)
4. [4] Federal Ministry of Justice and Consumer Protection