Photo Documentation Checklist for Tenants in Germany
As a tenant in Germany you need reliable photo documentation to prove the condition of the property, defects or handover protocols. This guide explains step by step which photos are useful, how to choose timestamps and perspectives, how metadata and backups work, and which photos help at move-in, during the tenancy and at move-out. I also show how to use photos as evidence for rent reduction, compensation claims or eviction proceedings at the Amtsgericht and which forms and deadlines matter. Use visible date overlays, short descriptions and compare with the handover protocol. Keep copies in the cloud and on external storage to avoid data loss. These tips help you meet deadlines and communicate factually with the Amtsgericht or property management.
Why photo documentation matters
Photos show the condition and extent of defects at a glance. They are useful if a landlord disputes damage or deadlines become contested. Clean photos with date, context and description are much more persuasive for rent reduction, compensation claims and court disputes than mere assertions.
What and how to photograph
- At move-in: document overall views, meter readings and existing damage.
- During the tenancy: photograph damage immediately, note dates and save short notes.
- At move-out: take comparison photos to move-in images and document key handover with photos.
- Evidence photos: close-ups of defects, series shots and measurement data.
Metadata, timestamps and secure storage
- Keep visible date and time or preserve them in file metadata.
- Save original files as evidence and create cloud backups.
- Use encryption, password protection and observe retention periods.
Evidence in court: Amtsgericht & forms
Relevant laws include the German Civil Code (BGB) §§ 535–580a on landlord obligations and rent reduction[1] and the Code of Civil Procedure (ZPO) for claims and procedural deadlines[2]. Forms and guidance are available from the Federal Ministry of Justice and court portals[3]. Important case law is documented at the Federal Court of Justice (BGH)[4].
- Claim / complaint form (for eviction claims) – when the landlord does not vacate; example: file a complaint at the competent local court.
- Informal defect notice to the landlord – attach photos and set a deadline (e.g. 14 days).
- Termination letter (template) – use only for your own contract termination; check the template.
How-To
- Take photos immediately: capture the whole room and defects from multiple angles.
- Date and describe: rename files with the date and a short note.
- Photograph meter readings and add them to the record.
- Secure: store photos in the cloud and on an external drive.
- Report defects: send an informal defect notice to the landlord and set a deadline.
- Legal step: if necessary file a claim or evidence application at the local court.
Frequently Asked Questions
- Do I need photos at move-in?
- Yes. Photograph condition, meter readings and any existing damage and store the images securely.
- How long should I keep evidence?
- Keep photos at least until the tenancy ends and for any subsequent statutory periods.
- Can photos be used as evidence in court?
- Yes. Photos with dates, metadata and witness-capable documentation are common evidence in local courts.
