Tenant Initial Consultation in Germany – Guide

As a tenant in a German city, a well-prepared initial consultation is often decisive when acting quickly on rent defects, operating cost disputes or eviction threats. This guide explains which documents to collect, how to prioritize questions and which deadlines and responsibilities apply in Germany. We show practical steps for communication with the landlord, cooperation with tenant associations and proceeding in court from the local court to the regional court. The goal is that you attend the consultation confidently, have the key facts ready and form realistic expectations for the outcome. We also describe important forms, such as written defect notices, deadlines for rent reductions and sample wordings for letters to landlords or tenant associations, as well as tips for photographing damage.

Before the consultation

Before you attend the initial consultation, check your lease and note the timing of all relevant events. Pay attention to clauses on termination deadlines, operating costs and cosmetic repairs; legal foundations are found in the BGB, especially regarding landlord and tenant obligations.^[1]

• Copy of the lease (including attachments and move-in/move-out protocol)
• Last three operating cost statements and payment receipts
• Photos with dates of defects or damages
• Correspondence with the landlord, emails and text messages
• List of concrete questions and desired outcome (e.g. rent reduction, repair, termination agreement)

What to do concretely

1. Schedule an appointment with the advisory office or tenant association in good time.
2. Collect evidence and create a chronological timeline of events.
3. Draft a short written defect notice to the landlord and send it by registered mail or email with read receipt.
4. Observe deadlines: missing a deadline can make rights like rent reduction or objection harder to assert.
5. Consider contacting a tenant association for legal representation in large cities.

Important forms

Application for legal aid (PKH): Used when you need financial support for legal proceedings; the form is available from the Federal Ministry of Justice. Example: You apply for PKH before filing an eviction claim because you cannot afford court and attorney fees.^[3]

Written defect notice (template): There is no single official form, but a clear, dated defect notice with a deadline for remedy helps secure your claims. Example: Write a "defect notice" setting a 14-day deadline to remedy the defect.

Filing a claim at the local court: Many tenancy disputes are decided by the local court; information on court procedures is provided in the ZPO.^[2] Example: If repairs are not made after the deadline, you can prepare a claim for remediation or rent reduction.

FAQ

What should I bring to the initial consultation?

Bring your lease, move-in protocol, payment receipts, photos of defects and a short description of the problem.

Is the consultation free?

Consultations at tenant associations often require membership or fees; some advisory centers offer a free initial consultation, so ask in advance.

How quickly must I act?

In case of termination or urgent defects, strict deadlines apply; seek consultation within a few days to meet deadlines.

How-To

1. Make an appointment: Call the advisory office and briefly describe your issue.
2. Gather documents: Arrange contract, receipts and photos chronologically.
3. Prioritize questions: Note the three main goals of the consultation.
4. Attend the consultation: Bring copies and take notes during the meeting.
5. Follow-up: If necessary, send documentation to the advisory office or tenant association and clarify next steps.

Help and Support

• BGB – German Civil Code (gesetze-im-internet.de)
• ZPO – Code of Civil Procedure (gesetze-im-internet.de)
• Federal Ministry of Justice (bmj.de)

---

1. [1] BGB §§ 535–580a — Gesetze im Internet
2. [2] ZPO — Gesetze im Internet
3. [3] Application for legal aid (PKH) — Federal Ministry of Justice