Tenant Documents & Deadlines in Germany (Digital)

As a tenant in Germany it is important to keep documents and deadlines clearly organized. This guide explains which documents (rental agreement, handover protocol, correspondence), which statutory deadlines under the BGB apply^[1] and how to use forms correctly. Using practical examples I show how to calculate notice periods, report defects and check additional payments. I also explain which official forms exist and where to find them. Step by step you will learn how digital folders, clear date markers and checklists protect you from formal mistakes and help you be better prepared in court. I also name responsible authorities such as the local court and point to official sources.

Which documents do tenants need?

Keep a permanent digital file with all relevant documents. The most important contents are:

• Rental agreement (contractual terms and duration)
• Handover protocol (condition at move-in)
• Correspondence (documents, e.g. emails and letters to the landlord)
• Receipts for rent payments (rent receipts and bank statements)
• Photos of defects (photo as evidence with visible date)

Important deadlines with examples

Every tenant should know practical deadlines. Statutory notice and defect reporting deadlines are in the BGB^[1]. Basic rules: deadlines start when a declaration is received, not when it was sent; always calculate from the date of receipt.

• Notice period: usually 3 months (deadline); note the reception date and use the end of the month as a reference point.
• Defect report: report defects promptly and in writing (within 14 days as a practical guideline to secure evidence).
• Eviction suit and proceedings: check procedural deadlines in the ZPO and contact the local court for submissions (court)^[2].

Official forms and when to use them

Some commonly used forms and notes:

• Application for legal aid (Prozesskostenhilfe, PKH): submitted if you cannot afford court costs; example: you want to defend against a landlord eviction and apply for PKH at the local court to finance your defense (see ZPO for conditions)^[2].
• Written notice of termination: include date, names, addresses and signature; example: "I hereby terminate the tenancy at the next possible date." Send by registered mail or hand-deliver to prove receipt.
• Objection/response to reminders: reply in writing and keep all evidence; if unsure, check legal basis in the BGB and ZPO^[1][2].

How to digitize records step by step

A clear digital filing system reduces stress and protects against missed deadlines.

1. Gather all papers and make an inventory list.
2. Scan and name documents by date and type.
3. Store evidence photos separately and note location and time.
4. Enter all relevant deadlines in a calendar with reminders.
5. Create regular backups and grant access only to trusted people.

FAQ

Which deadlines apply to termination?

The notice period for tenants is usually three months; calculate from receipt of the termination and check individual contract clauses.^[1]

How do I report a defect correctly?

Describe the defect in writing, attach photos and a date, and set a deadline for remedy; keep all replies.

Where do I file an eviction suit or my objection?

The local district court (Amtsgericht) is generally responsible; check procedural rules in the ZPO and file documents there.^[2]

How-To

1. Collect all papers and make an inventory.
2. Scan and name documents by date and type.
3. Store photos as evidence and note place and time.
4. Add deadlines to a calendar with reminders.
5. Make backups regularly and restrict access to trusted people.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) — Gesetze im Internet
• Zivilprozessordnung (ZPO) — Gesetze im Internet
• Bundesgerichtshof (BGH) — Decisions and information

1. [1] Bürgerliches Gesetzbuch (BGB) — Gesetze im Internet
2. [2] Zivilprozessordnung (ZPO) — Gesetze im Internet
3. [3] Bundesgerichtshof (BGH) — Decisions