Tenants: Document window replacement costs in Germany

As a tenant in Germany it is important to thoroughly document window replacement costs, especially when the building is listed. Many disputes arise because receipts are missing, deadlines are missed or modernization works were not clearly communicated. This guide explains in plain language which documents you should collect, what rights and duties apply under the BGB, and how heritage protection requirements can affect costs. You will get practical steps for storing photos, invoices and correspondence with the landlord and advice on when a court or the local monument office should be involved. The goal is that you as a tenant secure your position and are better prepared in case of a modernization charge or dispute.

What tenants should do

Start with structured record keeping: note dates, contacts, agreements made and collect all receipts. Check whether the window replacement counts as modernization and whether a cost allocation was announced. Relevant legal provisions on tenancy law are in the BGB.^[1]

• Take photos before and after installation, note the date and keep original files safe.
• Collect all invoices, offers and payment receipts and file them chronologically.
• Document correspondence with landlord, craftsmen or authorities by e‑mail and letter.

Consider heritage protection

For listed buildings there are often special requirements; measures can require approval and may affect funding or exemptions from cost allocation. Contact the responsible monument office early to clarify regulations and possible subsidies.^[3]

Cost allocation and modernization

Landlords may under certain conditions pass modernization costs to tenants; the legal basis is in the BGB.^[1] Check announcements for formal requirements (deadlines, scope of works, expected rent increase). If information is unclear or missing, request a detailed breakdown.

• Check whether the announced measures are technically necessary or purely aesthetic.
• Request cost estimates and invoices to verify amounts.
• Observe deadlines for objections or appeals against the announcement.

Forms and practical examples

For court actions, payment orders or legal aid, use official forms at the competent local court or the justice portals of the federal states. Examples tenants should know: application for legal aid (PKH) if court costs are expected, written objection to a modernization notice, and a documented defect report for inadequate heating or leaks. The ZPO provides procedural rules for civil proceedings.^[2]

FAQ

Do I have to pay for window replacement as a tenant?

Not automatically; landlords may only allocate part of the modernization costs under certain conditions. Check the announcement, scope and legal basis.

What if the monument office issues requirements?

Document all decisions, discuss requirements with the landlord and clarify funding options or exemptions with the monument office.

Which records are most important?

Before/after photos, invoices, payment receipts, written agreements and e‑mails are crucial for traceability.

How-To

1. Take photos before work begins and secure date stamps.
2. Collect all invoices and offers and store them digitally and on paper.
3. Send a written objection or query to the landlord if information is missing.
4. Check eligibility for legal aid and, if necessary, apply at the local court.

Help and Support / Resources

• Laws: BGB (German Civil Code) – tenancy law and modernization
• Procedural rules: ZPO (Code of Civil Procedure) – court proceedings
• Monument protection at the Federal Ministry of the Interior – information on heritage protection

1. [1] Gesetze im Internet: Bürgerliches Gesetzbuch (BGB)
2. [2] Gesetze im Internet: Zivilprozessordnung (ZPO)
3. [3] Bundesministerium des Innern: Denkmalpflege in Deutschland