Tenants: Property Manager Representatives in Germany
As a tenant in Germany, you may often wonder what rights apply when a property manager representative requests entry to or visits your flat. This text explains clearly when representatives are allowed entry, what documentation tenants should make immediately, and how to use simple records to resolve disputes without a lawyer. I describe concrete steps: what to note, which wording helps in a written defect notice, and how to observe deadlines. Links to relevant laws and official forms are indicated so you can verify which authorities are responsible. The goal is to help you decide more confidently and assert your tenant rights in Germany.
What may a property manager representative do?
In principle: without explicit consent or a legitimate interest, no one may enter the flat against the tenant s will. The landlord s duties and tenant rights are regulated in tenancy provisions; relevant rules are found in the BGB, especially regarding landlord duties and entry rights.[1]
Practical steps when a representative is on site
If a representative of the property manager rings or appears without notice, remain polite but firm. Ask for the client, reason for visit and whether written proof or ID is provided. Note the name and role of the representative and the exact reason for the visit.
- Note date, time and names (record).
- Take photos of the condition if defects are involved (photo).
- Allow entry only if there is a legal basis or your consent (entry).
- If necessary, send a written defect notice immediately (form).
- Note deadlines and keep them, e.g. for remedies or responses (deadline).
How to keep a simple record
A short record should include date, time, names, reason, observations and any defects. Note whether photos were taken and whether a witness was present. Send a copy of the record by email or registered mail to the property manager so there is proof of notification.
If the representative wants to identify defects
If a defect is found, you should draft a written defect notice: describe the defect precisely, attach photos and set a deadline for repair. Name a reasonable deadline (e.g. 14 days) and state which steps you will consider if not remedied, e.g. rent reduction or notifying the local court.
If no agreement is reached
If the property manager remains inactive, tenants can consider further steps: rent reduction, hiring a tradesperson with a cost estimate, or legal action at the local court. For eviction claims, court procedures and procedural questions follow the ZPO; the local Amtsgericht is responsible, with appeals to the Landgericht and potentially the Federal Court of Justice.[2]
FAQ
- Who may enter the flat without consent?
- Only in emergencies (e.g. burst pipe) or if there is a contractual or legal basis; otherwise the tenant s consent is required.
- How do I write a short defect notice?
- Describe the defect, date, location, attach photos and set a clear deadline for repair.
- Which authorities handle disputes?
- Initially the local Amtsgericht for tenancy disputes; further instances include the Landgericht and the Federal Court of Justice.
How-To
- Check whether there is a right of entry and request ID or authorization (entry).
- Document the visit, condition and evidence immediately (record).
- Send a written defect notice with a deadline if defects exist (form).
- In case of escalation, notify the local court or consider legal aid (court).
Key notes
- Do not make binding verbal concessions without documentation (warning).
- Keep records, photos and copies of emails organized (tip).
