Reporting Tenant Changes in Germany 2025
As a tenant in Germany, you often need to report changes such as address moves, new bank details or a changed household size promptly. This text explains in clear language which obligations you have toward your landlord, housing allowance office or authorities, which deadlines must be observed and which written notices are useful. We show which wordings help in a defect notice or notification, what evidence should look like and when you should request written confirmation. The goal is to inform you so that you meet deadlines, avoid disadvantages and are well documented in case of court proceedings.
When to report changes?
In general, tenants should report changes as soon as they are known: when moving, if bank details change or when people move in or out of the apartment. For certain cases, fixed deadlines apply, for example for notifications to the housing allowance office or for ongoing utility/heating cost statements.
Typical change cases
- Moving in or out of the apartment – report the new address to the landlord and, if applicable, to the housing allowance office.
- Change of bank details – notify the landlord in writing immediately to avoid payment defaults.
- Change in household size (move-in/move-out) – important for housing allowance, utility cost distribution and possibly step rent agreements.
For notifications, a clear written message by email with read receipt or by registered mail is recommended. State the date, the change concerned and attach evidence (e.g. registration confirmation, bank statement).
Forms and official rules
Important legal bases in tenancy law are found in the German Civil Code (BGB), especially the provisions on tenant and landlord duties[1]. Separate rules are relevant for housing allowance and entitlement certificates[2]. For court procedures such as eviction lawsuits, the rules of the Code of Civil Procedure apply.
Important forms and templates tenants may need:
- Application for housing allowance – submitted to the local housing allowance office; use your city or municipality's services for submission.
- Defect notice / request to remedy defects – state date, exact defect description and a timeframe for remedy (e.g. 14 days).
- Notification of changed bank details – clear bank data, effective date and request for confirmation of receipt.
Practical steps for common cases
- Move: Inform the landlord in writing, state the date of move-out/move-in and request an apartment handover appointment.
- Bank details: Send a written notification and request a confirmation of receipt to avoid misdirected payments.
- Defects: Report the defect in detail, set a reasonable deadline for remedy and document photos and messages.
FAQ
- 1. Do I have to inform the landlord immediately of a new bank account?
- Yes, if account details change, inform the landlord in writing immediately so that rent payments can be allocated correctly.
- 2. What deadline applies when reporting household changes for housing allowance?
- Changes affecting housing allowance should be reported to the housing allowance office immediately; specific deadlines are set by the local housing allowance authority.
- 3. Is an email sufficient as proof?
- An email is permissible but is recommended only with a read receipt or if the landlord confirms receipt; registered mail or personal handover with receipt is safer.
How-To
- Step 1: Formulate the change clearly and dated (e.g. "From 01.05.2025 new bank details: ...").
- Step 2: Attach relevant documents (registration certificate, bank statement, photos of defects).
- Step 3: Send the notification by email with read receipt or by registered mail and save the dispatch proofs.
- Step 4: Request a written confirmation of receipt and note any responses.
