Avoid Serviced Apartment Mistakes for Tenants in Germany
As a tenant in Germany, a serviced apartment can offer many advantages, but long-term problems easily arise if you do not document consistently. Tenants who record damage, communication with the landlord, or repair appointments incompletely often face disadvantages later in rent reductions, deposit disputes or termination issues. This article explains clearly which typical documentation mistakes occur, how to collect evidence correctly and how formal steps such as deadlines, written correspondence and court procedures work. I also name official forms and authorities so you know where to turn. The goal is to give you practical steps so you can assert your rights as a tenant in Germany confidently and prepared.
Why documentation matters
Good documentation makes facts comprehensible and protects your rights: the landlord's duties and the tenant's claims are regulated in the Civil Code[1]. For court actions, the rules of civil procedure apply, so deadlines and formal requirements are important[2]. Without evidence it is difficult to prove damage, timing or repeated defects.
Common documentation mistakes with examples
- Photos are missing or blurred: damages are only reported orally and not documented with images.
- Repairs are not reported in time: deadlines and appointments are not recorded, which can make rights appear forfeited.
- Payments without receipts: transfers or cash payments without a receipt make evidence difficult in deposit disputes.
- Oral agreements instead of written confirmation: agreements are missing in emails or signed letters.
- No handover protocol at move-in and move-out: the condition at handover is not documented and leads to disputes about damages.
How to document correctly
Practical steps help you to be prepared in case of conflict. Note time and date, take multiple photos from different angles, save messages and request written confirmations. Send defect reports by email or registered mail and keep proof of delivery.
- Record date and time: note immediately when you notice a defect or have an appointment.
- Secure photos and videos: create clear, dated recordings of the damage and save the original files.
- Notify in writing: send a defect notice by email and/or registered mail and keep the exact wording.
- Collect receipts: keep invoices, receipts and payment confirmations separately.
- Set and document deadlines: give the landlord a reasonable deadline to remedy the defect and document the response.
FAQ
- Do I have to document even small defects?
- Yes. Small defects can escalate; therefore document early with photos and messages to avoid later disputes.
- How long should I keep receipts and photos?
- Keep documents until the matter is finally settled, usually at least until the deposit settlement and possibly up to three years for disputed claims.
- When should I file a claim at the local court?
- If an out-of-court settlement fails, a claim at the competent local court may be necessary; inform yourself about the procedural rules of the civil procedure code and the local jurisdiction of the court[3].
How-To
- Gather evidence: collect all evidence and create a chronological folder with photos and messages.
- Send formal defect notice: send a formal defect notice with a deadline by email and registered mail.
- Document responses: wait for the response and document all communications including phone notes.
- Consider court steps: if unresolved, check legal aid and file a claim at the local court if necessary.
Key takeaways
- Documentation is the most important evidence in a tenancy dispute.
- Meet deadlines and communicate in writing to protect your rights.
- Keep records organized and create handover protocols.
