Notifying Changes for Tenants in Germany

As a tenant in Germany, you may often need to report changes such as a new housemate, address changes or a changed household size. This guide explains in clear steps which information landlords, authorities or housing allowance offices^[3] need, which deadlines apply and which forms you can use. I show how to document evidence correctly, how to answer objections or follow-up questions and when a formal notification by registered mail is sensible. This helps avoid misunderstandings, protect your lease and secure possible housing allowance or rent subsidy entitlements. At the end you will find practical sample letters and links to official forms. I also describe how to observe deadlines in the BGB^[1], collect evidence in case of disputes and when advice from the local court or according to the ZPO^[2] is advisable.

What to report?

Typical changes tenants should report affect both the contractual relationship and public authorities. Report changes promptly, in writing and with suitable evidence.

• Report new housemate (move-in) — names, date of birth and move-in date to landlord and, if applicable, registration office.
• Address change (form) — re-register at the residents' registration office; request a registration certificate.
• Change in household size (rent support) — check relevance for housing allowance or rent subsidy and report it.
• Repair/defect report (repair) — report defects in writing, set deadlines and collect evidence.
• Observe deadlines (deadline) — observe termination, objection and registration deadlines.

How to report: form, deadlines, evidence

In many cases a written notification by email or letter is sufficient; for formal matters registered mail is recommended. State date, affected persons, current address and attach copies of relevant evidence (e.g. landlord confirmation, lease, bank statement).

Examples of official forms and when to use them:

• Housing allowance application — when your household size changes and you want to apply for housing allowance or rent subsidy; submit the form to the responsible housing allowance office.
• Registration form at the residents' registration office — for moves or address changes to update your registration.
• Informal notification to landlord — for move-ins or move-outs of housemates and for changes to bank details for rent payments.

Practical steps and sample letters

Working step by step saves time: announce, collect evidence, complete the form and send it, request confirmation of receipt. A short sample letter to the landlord might include: name, affected address, description of change, date, signature.

What to do with delays or problems?

If landlords do not respond or authorities ask follow-up questions: document all contacts (emails, calls), set clear deadlines and, if necessary, send reminders by registered mail. In serious conflicts, applying to the local court may be sensible; refer to relevant sections in the BGB if tenant rights are affected.^[1]

FAQ

1) Do I have to notify my landlord about a new housemate?

Yes. For most leases, notification of a housemate is required; check your contract and inform the landlord in writing with name and move-in date.

2) How quickly must I report an address change?

Re-registration at the residents' registration office should be done within the deadline set by your municipality; also inform your landlord promptly.

3) Which documents are needed for housing allowance or rent subsidy changes?

Usually proof of income, lease, household composition and the landlord's confirmation; find the exact application at your housing allowance office.^[3]

How-To

1. Collect all relevant documents (lease, landlord confirmation, IDs).
2. Complete required forms (e.g. housing allowance application) or write a short letter to the landlord.
3. Send the notification within required deadlines and document sending and receipt.
4. Answer follow-up questions promptly and provide additional evidence if needed.
5. If problems persist, inform the responsible authority or consider legal steps at the local court.

Help and Support / Resources

• Civil Code (BGB) – gesetze-im-internet.de
• Code of Civil Procedure (ZPO) – gesetze-im-internet.de
• Housing Allowance Information – BMI

1. [1] Bürgerliches Gesetzbuch (BGB) – gesetze-im-internet.de
2. [2] Zivilprozessordnung (ZPO) – gesetze-im-internet.de
3. [3] Wohngeld-Informationen – Bundesministerium des Innern (BMI)