Key Management in Shared Flats: Tenant Rights in Germany

In shared flats, key management often causes disputes between flatmates, families and students. Tenants in Germany should agree early on clear rules for key handovers, copies and access rights and document evidence carefully. This protects against unauthorized entry, eases communication with the landlord and strengthens your position in disputes or legal steps. This article provides practical steps, documentation templates, privacy tips and when to involve the local court or other authorities. The aim is to give understandable advice on how to practically prove rights and obligations from the lease and the Civil Code (BGB).^[1]

What to do

Concrete documentation helps avoid misunderstandings. Keep a simple key log and collect evidence that can be used in court or with the landlord if necessary.

• Record date and time of the handover (time).
• Take photos of the key and handover situation (photo).
• Get a written confirmation of the handover: who, when, how signed (form).
• Secure copies and serial numbers and record access rights (entry).
• Note witnesses and contact details for later inquiries (contact).
• If serious conflicts arise, order evidence chronologically for possible legal action (court).

What landlords may and may not do

Landlords have limited access rights; normally access requires agreement and is permitted only for specific purposes (e.g. repairs, readings). Unauthorised entry by a landlord is an intrusion into privacy. If a landlord requests access, ask for a written justification and document the agreement.

Practical templates

Use simple forms or logs listing: date, time, name of giver, name of receiver, number of keys, purpose and signature. A quick photo of the signed page can help later.

FAQ

Do I need to document every key handover?

It is highly recommended, especially for handovers between subtenants, family members or landlord access; this provides proof for later disputes.

Who may make key copies?

Generally, flatmates or the tenant may make copies unless the lease or house rules say otherwise; if in doubt, document the purpose and recipient of the copy.

What if the landlord demands access without notice?

Point out your rights, request a written justification and document the time and people involved; if the issue persists you can contact the local court.^[2]

How-To

1. Step 1: Immediately note date, time and location in writing (time).
2. Step 2: Take a photo of the key and the handover location (photo).
3. Step 3: Fill out a handover form or have a brief confirmation signed (form).
4. Step 4: Record witnesses and their contact details (contact).
5. Step 5: Create a chronological evidence folder and store it securely (evidence).
6. Step 6: If necessary: contact the local court or review legal options (court).

Help and Support

• Civil Code (BGB) online
• Justice Portal: Information on Local Courts
• Federal Court of Justice (BGH): Decisions

1. [1] Civil Code (BGB) — Gesetze im Internet
2. [2] Local courts and procedures — Justizportal
3. [3] Federal Court of Justice (BGH) — Case law on tenancy