Tenants: Reject Property Manager Representative - Germany

As a tenant in Germany, you have the right to refuse a property manager's representative if your privacy or access rights are affected. This guide explains in simple steps which deadlines to observe, which official forms you can use and which records are helpful. We list responsible authorities such as the local court for disputes, important BGB sections^[1] and practical templates for letters to the landlord. Read how to respond in writing, which appointments are binding, and when judicial clarification becomes necessary. The aim is for you to act confidently and informed, meet deadlines and enforce your rights against management and landlord. We also provide templates and contact points.

What rights do tenants have?

In principle, the BGB regulates the duties of landlords and tenants, such as maintenance obligations and rights of entry. Expect landlords to obtain consent for short-notice entries; they must provide a reasonable justification. If entry requests are unlawful, you can refuse entry and demand protection of your privacy.^[1]

When can you refuse a representative?

• If the representative appears without written authorization or without stating their name.
• If entry would unduly invade your privacy, for example without prior notice at sensitive times.
• If the scheduled time for works is unreasonably short or inconvenient.
• If there is no clear need for immediate repairs (no imminent danger).

How to respond: templates, evidence and deadlines

If you want to refuse a representative, document the conversation briefly in writing and, if necessary, send a formal refusal by registered mail. State reasons, propose an alternative appointment and request a written authorization from management. Keep witnesses, photos or messages as evidence.

• Form/letter: Send a short refusal letter with date and reason; request proof of authorization.
• Deadlines: Reply within the stated deadline or within a few days in writing, otherwise a date may be considered accepted.
• Evidence: Save photos, SMS, emails and witness statements for potential later disputes.
• Court action: For repeated violations you can involve the local court; eviction or claims follow the ZPO rules.^[2]

Practical examples and templates

Example: A property manager sends an employee without authorization. Write: "I hereby refuse entry to person XY. Please provide a written authorization or arrange a new appointment." Send by registered mail and record date and time.

FAQ

Can I refuse a representative without authorization?

Yes. Request written authorization and document the refusal.

What happens if I refuse access and the landlord sues?

In a lawsuit the local court decides under the ZPO; present your evidence and explain reasons such as privacy violation.^[2]

Are there official forms for claims or letters?

There are complaint forms and guidance on court websites for legal proceedings; for out-of-court letters there are no nationwide mandatory forms, but templates are explained by courts and authorities.^[3]

How-To

1. Letter: Draft a short refusal letter with date, reason and deadline.
2. Meet deadlines: Send the letter promptly (e.g. within 3 days) by registered mail.
3. Document: Collect messages, photos and witness statements as evidence.
4. Authorities/Court: If escalated, inform the local court or seek legal advice.

Help and Support

• Gesetze im Internet – BGB
• Gesetze im Internet – ZPO
• Justizportal – Court information

1. [1] Gesetze im Internet – BGB
2. [2] Gesetze im Internet – ZPO
3. [3] Justizportal – Court information