Tenant Checklist: Record Viewings in Germany

As a tenant in Germany it is important to document viewing appointments carefully. A written protocol, photos and a clear time indication help to present evidence in disputes about damage, access or renovations. This guide shows practical steps, which forms and deadlines are relevant and how to inform the landlord factually. You will learn which information a protocol should contain, how to involve witnesses and which legal bases (e.g. landlord duties) must be observed^[1]. Use the checklist before, during and after the appointment so that your rights as a tenant in Germany remain protected. At the end you will find a practical guide, FAQ and official links to laws and courts so you can quickly find the right place for questions or complaints.

How to record during viewing appointments?

A clear protocol reduces uncertainty. Note date, time, names of all present and visible defects. Photos with timestamps are particularly persuasive. Send the protocol to the landlord by e‑mail or registered mail after the appointment for documentation.

• Record date and exact time of the appointment.
• Note names and contact details of attendees.
• Save photos and short image descriptions with date.
• Describe visible defects (moisture, heating, windows) precisely.
• Have the protocol signed or request confirmation by e‑mail.
• Document access, key handover or special arrangements.
• Note information about service charges, deposit or planned renovations.
• Keep the protocol securely (digital + backup).

Evidence preservation and communication

Send a factual e‑mail with the protocol to the landlord after the appointment and request a short confirmation of receipt. If necessary, send the protocol by registered mail. Observe deadlines if repairs are promised or announced.

Forms and deadlines

There is no nationwide mandatory form for viewing protocols, but for legally binding steps you need official rules and templates. For terminations or lawsuits the provisions of the BGB and the procedural rules of the ZPO apply^[1][2]. A sample termination letter can be found at the federal ministry^[3].

• Termination letter (ministry sample) – example: use when you terminate yourself or must respond to a termination.
• Defect notice with deadline – state clearly which deadline you set (e.g. 14 days).
• Eviction suit or disputes generally go to the local court first, with possible appeals to higher courts or the BGH^[4].

FAQ

Am I obliged to allow viewing appointments?

The landlord generally has a legitimate interest in viewings but must announce appointments in good time and respect your privacy; exact duties are set out in the BGB^[1].

How long should I keep protocols and photos?

Keep evidence at least until the matter is resolved; for ongoing disputes and possible claims it is advisable to retain records for several years.

Where can I turn if there is a dispute?

For legal disputes the local court is competent; in higher instances the regional court or the BGH may decide on fundamental issues^[2][4].

How-To

1. Before the appointment: request confirmation in writing and clarify duration and number of participants.
2. During the appointment: systematically photograph rooms, defects and conditions and briefly describe them.
3. Document access and agreements: who granted access, were keys handed over or special arrangements made?
4. After the appointment: send the protocol by e‑mail and, if necessary, by registered mail and obtain confirmation of receipt.
5. If not remedied: set a deadline and consider legal steps (local court as first instance).

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) – gesetze-im-internet.de
• Zivilprozessordnung (ZPO) – gesetze-im-internet.de
• Bundesgerichtshof (BGH) – bundesgerichtshof.de

1. [1] BGB §§535–580a (gesetze-im-internet.de)
2. [2] ZPO (gesetze-im-internet.de)
3. [3] Muster Kündigungsschreiben (Bundesministerium, bmj.de)
4. [4] Bundesgerichtshof (bundesgerichtshof.de)