Shared Flat in Dorm: Document Tenants in Germany

As a tenant in a shared flat in a dorm in Germany, you should document clearly from the start. Structured documentation protects against disputes over damage, repairs, service charges, or quiet hours and makes conversations with the landlord or dorm administration easier. This guide explains in plain language which records are important, how to report defects correctly, which deadlines to observe and which official forms and courts may be responsible. You will receive practical templates for written notifications, tips for securing evidence and guidance on when going to the local court or invoking the BGB makes sense.^[1]

Why document?

Good documentation helps to enforce claims or refute unjustified demands. Note times, collect receipts and secure photos.

What you should document

• Photos and videos of defects and damage (photo, video, evidence)
• Correspondence: emails, SMS and letters as proof (document)
• Date and time of incidents and reports (time, calendar)
• Witnesses and contact details of flatmates or neighbors (contact)
• Repair receipts, cost estimates and invoices (repair)

Keep a simple logbook (date, time, short description). Keep originals and backups both digitally and physically.

How to report defects correctly

Write a clear, dated defect notice to the property manager or landlord. Describe the issue, location, time and the desired deadline for remedy. Specify a reasonable repair deadline and state what will happen if nothing is done (e.g., rent reduction or report to the administration).

Forms and templates

Templates can help for formal steps: a written defect notice, a handover protocol or a formal request for defect remediation. Pay attention to signature and delivery by registered mail or verifiable email.

If legal steps become necessary

Only file lawsuits after exhausting simple steps. For eviction suits, rent reductions or claims for damages, local courts (Amtsgerichte) are responsible; procedural rules from the ZPO may apply.^[2][3]

FAQ

What belongs in a defect notice?

Date, precise description of the defect, location, photos, deadline for remedy and your contact details.

Can I reduce the rent if the dorm heating fails?

Yes, rent reduction is possible for significant impairments; document downtime and report immediately.

Who decides disputes between flatmates in the dorm?

Internal conflicts should ideally be resolved via house rules, dorm administration or mediation; legal claims are heard at the local court.

How-To

1. Write a dated defect notice and deliver it by registered mail or verifiable email (submit, file).
2. Secure evidence: photos, witnesses, invoices and a logbook (evidence, record).
3. Contact landlord, administration and flatmates; document conversations (contact).
4. If necessary, inform the local court or seek legal advice before filing a lawsuit (court).

Help and Support

• Gesetze im Internet – BGB (Tenancy law)
• Information on courts and jurisdictions
• Federal Court of Justice – decisions

1. [1] Gesetze im Internet – BGB §§ 535–580a
2. [2] Gesetze im Internet – ZPO
3. [3] Justizportal – Courts and offices
4. [4] Federal Court of Justice – decisions and information