Tenants: Plan Window Replacement Costs in Germany

Tenants in Germany often find it difficult to determine how to properly document and review costs for window replacement under heritage protection. This guide explains step by step which proof documents are important, how to track deadlines and permits and what rights tenants have vis‑à‑vis landlords and authorities. It is aimed at tenants without legal training and gives practical tips on collecting photos, invoices, correspondence and authority files so that disputes can be assessed more reliably in court or mediation. The goal is to protect your tenant interests and avoid unnecessary payments.

What tenants should document

• Take photos with date and location, preferably immediately before and after the replacement
• Collect all invoices, cost estimates and payment receipts
• Log correspondence and emails and print them if necessary
• Collect heritage protection permits and check for conditions
• Document witnesses and appointments such as craftsmen or neighbors

Observe heritage protection

Heritage protection may impose special requirements on materials and execution. Before work begins, request written access to the heritage authority approval from the landlord and note deadlines and conditions. Check whether modernization measures fall under section 554a BGB or other rules and which cost allocations are agreed in the rental contract ^[1]. If deadlines exist for objections or participation, respond in time.

What to do about cost allocation

Landlords may only pass on modernization costs to tenants under certain conditions. Check each cost statement and demand detailed evidence. In case of dispute, the local court (Amtsgericht) is responsible for tenancy disputes; there you can seek resolution or request provisional measures ^[3]. Rules of civil procedure apply for lawsuits and proceedings ^[2].

Forms and authorities

Relevant official forms and examples:

• Statement of claim under the ZPO: use the form and instructions at the competent local court, for example when a landlord unlawfully allocates costs
• Application for interim injunction: when quick protection of rights is required, for example to temporarily suspend a payment demand
• Written information requests to the heritage protection authority to inspect approvals and conditions

As a practical example: If you receive a demand for additional payment, request a full cost breakdown within a few days and set a deadline for submitting invoices in your letter.

How-To

1. Take photos promptly before, during and after the window replacement and note date and time
2. Collect all invoices, payment receipts and cost estimates in a folder
3. Keep a record of all conversations and emails with landlord, craftsmen and authorities
4. Request the heritage authority approval documents in writing
5. If there is disagreement, prepare a lawsuit or mediation request at the local court and attach the gathered evidence

FAQ

Who pays for window replacement in heritage protection?

Generally the landlord bears the costs of maintenance. Exceptions may be contractually regulated, so check your lease carefully.

Can the landlord allocate costs to tenants without proof?

No, the landlord must provide evidence of costs and the legal basis; as a tenant you can request proof and, if necessary, have it reviewed in court.

What should I do if heritage protection requires modifications?

Request a copy of the conditions and check whether the landlord can lawfully claim additional costs or whether funding or grants apply.

Help and Support / Resources

• BGB §535 ff. Basics on landlord obligations and maintenance
• ZPO §253 Form requirements for claims and court procedures
• Federal Court of Justice information on higher court decisions

1. [1] BGB §535 ff. Basics on landlord obligations and maintenance
2. [2] ZPO §253 Form requirements for claims and court procedures
3. [3] Federal Court of Justice information on higher court decisions