Damage Report for Tenants in Germany (Students)

What is a damage report?

A damage report is the formal notification of a defect or damage in the rented apartment to the landlord or the responsible authority. For tenants, the provisions of the BGB regulate the duties of landlord and tenant regarding defects and repairs^[1]. The report creates proof, sets deadlines in motion and is a prerequisite for rent reduction, claims for compensation or insurance benefits.

First steps for students

• Immediately inform the landlord in writing (deadline) and send a precise description of the damage.
• Document photos, date and time; name witnesses and store all evidence securely (evidence).
• Only allow necessary emergency repairs; for larger interventions obtain prior consent (repair).
• Collect receipts for replacement purchases or tradesman expenses and check whether liability or household insurance covers it (payment).
• If a dispute persists, check deadlines and, if necessary, contact the local court (court).

Forms and deadlines

There is no uniform nationwide "damage report form" for tenants; a simple written message by email or letter is often sufficient. For court proceedings or lawsuits, the rules of the ZPO apply; if necessary, use the official forms of the judicial authorities^[2]. Also observe the relevant BGB provisions on defects, rent reduction and compensation^[1]. When precedents are needed, decisions of the Federal Court of Justice provide guidance^[3].

FAQ

1. Do I have to report damages immediately?

Yes. Report damages immediately in writing so that deadlines begin and you can document later claims for rent reduction or compensation.

2. How do I best secure evidence?

Take photos and videos with dates promptly, note time and circumstances, and collect receipts and witness statements.

3. Will my liability or household insurance pay?

Liability insurance usually covers damage you caused to third parties; household insurance helps with loss or damage to your belongings. Check the terms and report the damage promptly.

How-To

1. Prepare a letter: record date, place, damage description, requested action and proof of dispatch.
2. Collect evidence: photos, videos, witness statements and receipts and secure them.
3. Inform the insurer: contact liability and household insurance and file a claim.
4. Arrange emergency measures: carry out short-term measures to reduce damage and document them.
5. Consider legal steps: set deadlines and, if necessary, involve the local court or legal protection.
6. Create files: store all documents chronologically and keep proofs.

Key takeaways

• Written documentation is the basis for rent reduction and compensation.
• Observe deadlines: delayed reporting weakens claims.
• Check insurance – it can cover costs quickly.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) on gesetze-im-internet.de
• Zivilprozessordnung (ZPO) on gesetze-im-internet.de
• Federal Court of Justice (BGH) decisions

1. [1] Bürgerliches Gesetzbuch (BGB) - gesetze-im-internet.de
2. [2] Zivilprozessordnung (ZPO) - gesetze-im-internet.de
3. [3] Bundesgerichtshof (BGH) - bundesgerichtshof.de