Move-in Defects 2025: Documents & Deadlines for Tenants DE
If you move into a new flat as a tenant in Germany, a complete defect list and solid archiving of documents is crucial. This practical guide explains which documents to collect at move-in 2025, which deadlines apply and how to store photos, logs and official forms sensibly. I show step by step how to document defects clearly, inform the landlord and observe deadlines so that later disputes before the local court can be avoided or better prepared. The guidance includes sample templates, concrete deadline examples and tips for secure evidence storage so you can enforce your rights effectively without requiring legal expertise. Act within stated deadlines and keep copies in several secure places. If unsure, find specific authority forms and references to BGB regulations here.
What belongs on the defect list?
Document every visible defect at move-in in writing and with evidence. Note date, location and a precise description.
- Photos and videos (photo) of all defects, wide and close-up.
- Move-in protocol / handover protocol (document) with signatures if possible.
- Written defect notice to the landlord (form) with date and deadline.
- Receipts for deposit, last meter readings and key handover (deposit).
- Records of conversations or phone calls (document), ideally with date and name.
Important deadlines
Certain deadlines should be observed immediately because they are decisive for later claims.
- Report defects promptly (deadline): report major defects within a few days in writing.
- Set a remedy deadline (deadline): give the landlord a reasonable period to fix, e.g. 14–30 days.
- Observe deadlines for rent reduction or compensation (deadline) and react in time.
How to archive evidence
A structured filing system increases the chances of success in later disputes.
- Chronological folders (document): keep move-in day, defects and landlord replies neatly ordered.
- Keep sent letters by registered mail or emails with read receipts (form).
- Keep copies of payment receipts and deposit records (deposit) for at least two years.
How to draft a formal defect notice
A clear written defect notice should include date, description, remedy deadline and request for a reply. Phrase precisely and attach supporting photos.
- Subject line: "Defect notice, flat , move-in date: DD.MM.YYYY" (form).
- Description: exact defects and examples, e.g. "heating not working since move-in" (form).
- Set a deadline: "Please remedy defect by DD.MM.YYYY" (deadline).
- Contact: phone number and preferred times for queries (help).
FAQ
- What must a defect list contain?
- Date, exact description of the defect, location in the flat, photos/video and signature or proof of dispatch of the notice.
- How long do I have to report defects?
- Basically immediately after discovery; set a concrete remedy deadline, e.g. 14–30 days. In persistent cases, court involvement may be relevant.[1]
- Can I reduce the rent?
- Yes, if there is significant impairment of use a rent reduction may be possible; check the requirements in §§ 535–536 BGB.[1]
How-To
- Inspect the flat (move-in): go through rooms systematically and note defects.
- Secure evidence (document): take photos, videos and readings immediately and date them.
- Write the defect notice (form): send the notice by registered mail or email with read receipt.
- Set deadlines (deadline): give a reasonable period for remedy and announce further steps.
- Contact authorities or court (help): if no response, consider legal steps and prepare files for the local court.[2]
