Tenant Documents and Deadlines in Germany

As a tenant in Germany you should know which documents matter, which deadlines apply and how to use official forms correctly. This text explains in plain language which documents you should keep, when to observe deadlines such as notice periods or defect notifications, and how to act in cases of repairs, rent reduction or termination. We provide concrete examples for sample letters and simple steps for filing with the court or communicating with the landlord so you do not miss deadlines and can protect your rights.

Important documents and when to use them

Keep key documents organized: tenancy agreement, move-in/move-out report, service charge statements and correspondence with the landlord. These documents are essential for deposit claims, rent payment issues or disputes.

• Tenancy agreement (signature, term, notice periods) — the basis for any dispute.
• Move-in/move-out report (condition, meter readings, damages).
• Deposit receipts and bank statements showing payment of the deposit.
• Service charge statements and receipts (invoices, heating cost statement).
• Correspondence with the landlord: defect notices, terminations, proof of delivery.

Important deadlines and how to calculate them

Deadlines often decide the outcome of a claim. The legal duties of landlords and the rights of tenants are regulated in the Civil Code.^[1] Notice periods, the time to report defects and deadlines for refunding the deposit are especially important. Respond promptly to registered mail and set deadlines in writing when necessary, for example when requesting defect remedy.

• Notice period for ordinary termination: usually three months for tenants; longer periods may apply for landlords.
• Time to report defects: as soon as possible after discovery, documented in writing.
• Deadline for service charge accounting: typically 12 months after the accounting period ends.

Forms and sample letters (when and how to use)

There are no single nationwide mandatory forms for all tenancy letters, but template texts are useful: termination letter, defect notice with deadline and request for rent reduction or repair. For court matters use the forms of your local district court. Information about official forms can be found on justice portals and the laws websites.

• Termination letter (template): state name, address, apartment details and clear termination date.
• Defect notice with deadline: describe defect, date of discovery and set a specific deadline for remedy.
• Letter for rent reduction: state reason, extent of reduction and affected period.

If legal action becomes necessary, the Code of Civil Procedure regulates the process; lawsuits are typically filed at the district court.^[2][3]

Practical examples

Example 1 — defect notice: You find mold in the kitchen. Send a defect notice with photo, date and a 14-day deadline for remedy. If there is no response, request a rent reduction and document every step.

Example 2 — termination for personal move-out: Write the termination letter with the final date of residence and record key handover in a protocol.

FAQ

How long should I keep tenancy agreements?

Keep the tenancy agreement, move-in/-out report and service charge statements for at least three years after the tenancy ends.

When can I reduce the rent?

If there is a significant impairment of habitability (e.g., no heating, severe mold) you may proportionally reduce the rent after informing the landlord.

Where do I file an eviction lawsuit?

Eviction lawsuits are filed at the competent district court; there you can get information about procedures and forms.

How-To

1. Step 1: Document the condition (photos, date, witnesses) and collect evidence.
2. Step 2: Send a written defect notice with a deadline to the landlord.
3. Step 3: Wait for the set deadline; document every response.
4. Step 4: If the landlord does not act, consider filing a claim at the district court or seek legal advice.

Help and Support

• Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
• Zivilprozessordnung (ZPO) – Gesetze im Internet
• Justizportal – Forms and court information

1. [1] Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
2. [2] Zivilprozessordnung (ZPO) – Gesetze im Internet
3. [3] Federal Court of Justice (Information on civil law and jurisprudence)