Tenant Evidence: Key Management & Deadlines in Germany

As a tenant in Germany, it is important to carefully document the management of apartment keys and related deadlines. When doors are opened, keys handed over, or a landlord enters, clear records provide protection in disputes, defects, or unauthorized entry. This guide explains in simple steps which documents are useful, how to record dates and deadlines, and which forms or official steps may become relevant. You will receive practical checklists, templates for written confirmations and guidance on when a visit to the local court or citing relevant sections of the BGB is necessary. The goal is for you, as a tenant, to better understand your rights in Germany and be prepared in case of a dispute.

What to include in your documentation

Keep a clear file with everything related to keys and entry. The more complete, the better.

• Photos of key handover or damaged locks
• Date and time of each handover or entry
• Written confirmations from the landlord or caretaker
• Witness details with contact information
• All relevant messages, emails and SMS as PDFs or screenshots

Rights and deadlines

As a tenant you have rights to privacy and protection from unauthorized entry; many obligations and deadlines arise from the BGB.^[1] In disputes, the local court (Amtsgericht) is the first instance for tenancy cases.^[2] Record deadlines immediately and count days precisely: deadlines can affect the possibility of rent reduction, filing a claim, or defending against termination.

Common deadlines

• Deadline to report defects: immediately after discovery
• Deadline to report unauthorized entry: document immediately
• Deadline to respond to a termination: check and note statutory periods

How to document correctly

Use a clear system: date, time, description, evidence and witnesses. Keep originals separate from copies and create a table of contents for your file.

1. Record date, time and participants for each entry
2. Photograph lock condition, keys and rooms
3. Request written confirmations by email or letter
4. Set deadlines for remedies and note the deadline dates
5. If escalation is needed: prepare for the local court by assembling documents

Practical templates and forms

For termination letters or formal demands, official templates can help; state the date, incident, requested action and deadline. A sample termination letter or a formal demand to the landlord is often the first step before court action.^[3]

Frequently Asked Questions

What can I do if the landlord enters the apartment without notice?

Document time, date and participants, take photos and request written clarification from the landlord. If it repeats, you may consider legal steps and possibly contact the local court.^[2]

How should I record deadlines?

Use a date log (digital and paper), save emails and send important letters by registered mail. Always note the statutory deadline and the basis for the claim.

Which templates or forms are relevant?

Templates for termination or reminder letters and guidance on filing claims help avoid formal errors; official templates are available on the pages of the responsible ministries or courts.^[3]

How-To

1. Collect evidence immediately: photos, witnesses, messages
2. Record date and time and set a deadline for clarification
3. Send a formal demand to the landlord (email + registered mail)
4. If no response: inform the local court or seek legal advice
5. Keep all replies and evidence in chronological order in your file

Key takeaways

• Complete documentation protects your tenant rights.
• Deadlines often determine the success of legal measures.
• Use official templates and court help when necessary.

Help and Support / Resources

• BMJ: sample forms and information
• Gesetze im Internet: BGB §§535–580a
• Federal Court (BGH): tenancy decisions

1. [1] BGB §535 ff. - Contractual duties in tenancy agreements
2. [2] Federal Court (BGH) - jurisdictions and decisions
3. [3] Federal Ministry of Justice - templates and forms