Organize Dorm WG: Tenant Documentation Germany

Living in a dorm or shared flat (WG) in Germany often means facing the challenge of documenting incidents and agreements clearly. As a tenant, it is important to collect records of damages, repair requests, payment proofs and written agreements systematically so that evidence is available in case of misunderstandings or terminations. This guide explains in plain language which documents are useful, how to store photos and timestamps correctly, and which deadlines tenants in Germany should observe. We also show which official forms and courts are responsible and how to avoid conflicts before they escalate. The goal is to give WG residents practical steps to act legally secure and without unnecessary tension.

Why documenting matters

Documentation protects tenants' rights: The landlord has duties under the Civil Code to maintain the rental property, such as heating and sanitary facilities. If defects are not remedied, a structured collection of evidence helps enforce rights or in disputes before a court ^[1].

What to document

• Damages and defects (repair): Describe the issue, include date, time and location, and note who had access.
• Payments: Rent, deposit, refunds (rent): Keep transfer receipts, payment confirmations and bank statements.
• Correspondence and agreements (notice): Save emails, letters and messages and print important communications.
• Photos, videos and timestamps as evidence (evidence): Take clear photos from multiple angles and note date/time.
• Key handovers and entries (entry): Log when third parties or the landlord entered the apartment.

Practical steps and forms

Use simple templates for defect reports and terminations. For example, the Federal Ministry provides templates and guidance on forms and sample texts; a termination letter template can help avoid formal errors ^[2]. Write briefly, factually and attach evidence photos.

If a dispute arises

For persistent problems or failure to remedy defects, a rent reduction or court proceedings may be necessary. First instance competence for tenancy disputes usually lies with the local courts (Amtsgerichte); appeals go to regional courts and in certain matters to the Federal Court of Justice ^[3]. Procedural rules are also governed by the Code of Civil Procedure ^[4].

FAQ

How long should I keep receipts and photos?

As a rule of thumb, keep records as long as a potential legal dispute is possible; practically at least three years for payment proofs.

What information belongs in a defect report?

Location, exact description, date/time, photos and a request to set a deadline for remedy.

Who do I contact in case of an eviction lawsuit?

In cases of termination or eviction claims, first contact the competent local court (Amtsgericht) and consider legal advice.

How-To

1. Photograph damage sites immediately and take at least two images from different perspectives (evidence).
2. Record the date and time of each observation or communication (time).
3. Notify the landlord in writing and request a deadline for remedy (notice).
4. Set reasonable deadlines and document their expiry (deadline).
5. Collect payment proofs and contract documents in one folder (form).
6. If necessary, submit the documents to the competent local court or seek legal advice (court).

Help and Support / Resources

• Civil Code (BGB) §§ 535–580a — gesetze-im-internet.de
• Code of Civil Procedure (ZPO) — gesetze-im-internet.de
• Forms and services — Federal Ministry of Justice and Consumer Protection

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a — gesetze-im-internet.de
2. [2] Muster und Formulare — Bundesministerium der Justiz und für Verbraucherschutz
3. [3] Bundesgerichtshof (Informationen zur Gerichtsbarkeit) — bundesgerichtshof.de
4. [4] Zivilprozessordnung (ZPO) — gesetze-im-internet.de