Tenants: Document Shared Kitchen in Germany

Shared kitchens in special housing arrangements require clear documentation so tenants can protect their rights in Germany. This practical guide explains step by step how to record rules, usage, damages and repairs clearly. We show which evidence helps, how to report defects, which deadlines apply and which official forms are relevant. With simple templates and examples you can avoid conflicts or, if necessary, prove in court that you acted properly. The guidance is written in plain language for tenants without legal expertise who live in multi-tenant buildings, WG-like arrangements or supported housing. Included are sample defect notices, photo logs and protocol templates, as well as practical tips for dealing with landlords and legal proceedings.

Legal basics

German tenancy law regulates duties and rights in §§ 535–580a BGB, for example maintenance, defect remedy and rent reduction. Many disputes are decided in the local court (Amtsgericht); higher issues may go to the regional court (Landgericht) or the Federal Court of Justice (Bundesgerichtshof).^[1] Additional rules apply for operating costs and heating costs such as the Operating Costs Ordinance and Heating Costs Ordinance.

Practical documentation

• Keep a written protocol (record) with date, time, people involved and a short description of the issue.
• Photograph damages immediately (photo) from several angles and save files with date and time.
• Send a formal defect notice by email and registered mail (notice) and request a deadline for remedy.
• Keep proof of rent payments and deposit receipts (rent) as payment evidence.
• Set a clear deadline (deadline), for example 14 days, and document any response or non-compliance.

Also note witnesses and summaries of conversations; brief notes about discussions help later in court. When repairs take place, record the date, the company and any invoices.

Forms and templates

• Defect notice / written complaint: simple text with description of the defect, deadline and request for confirmation (sample letter).
• Termination letter (sample termination) for special cases: if tenancy must be ended, use official wording and observe notice periods.
• Photo log / evidence folders: tables or photos with timestamps and short descriptions help as proof.

What to do if not remedied?

If the landlord does not respond within the set deadline, possible steps include rent reduction, arranging a repair (if legally permissible) at the landlord's expense, or filing suit at the local court. Before major steps gather all evidence and check the legal situation; legal advice can be helpful in important cases.^[1]

FAQ

Can I reduce the rent if the shared kitchen does not work?

Yes, for significant defects a rent reduction may be possible; document the defect and its duration. Specify the concrete impairment in your defect notice.^[1]

How quickly should I report a defect?

Report defects immediately and set the landlord a reasonable deadline, often 14 days as a guideline. Note the method and date of sending.

Are photos sufficient as evidence?

Photos with date and context are very helpful. Complement images with a protocol and witness statements if available.

Who do I contact in case of disputes?

Many tenancy disputes are handled by the local court (Amtsgericht); depending on the case, regional courts or the Federal Court of Justice may be relevant.^[3]

How-To

1. Record date, time and circumstances of the incident immediately as the first step.
2. Create a photo log and secure files with timestamps.
3. Send a formal defect notice by email and registered mail and set a deadline.
4. Keep receipts for payments and costs in case you later claim reimbursement.
5. If the deadline passes, consider rent reduction or filing suit at the local court (court).
6. Seek advice or mediation if needed and use official information sources.

Key takeaways

• Documentation increases your chances in disputes.
• Written defect notices with deadlines are essential.

Help and Support

• [1] Gesetze im Internet: BGB §§ 535–580a
• [2] Federal Ministry of Justice (BMJ) – Forms and guidance
• [3] Federal Court of Justice (BGH) – Decisions

1. [1] Gesetze im Internet: BGB §§ 535–580a
2. [2] Federal Ministry of Justice (BMJ) – Forms and guidance
3. [3] Federal Court of Justice (BGH) – Decisions