Tenants: Report Damage & Deadlines in Germany
As a tenant in Germany, you should report damage early, document it correctly and meet deadlines to protect claims and limit costs. This guide explains which documents landlords, household or liability insurers require, how to submit a damage report on time and which official forms are useful. I describe practical steps: photos, time stamps, witness statements, and how to check insurance coverage without high costs. You will also read when a court (local court)[3] is competent and which laws in the BGB[1] and the ZPO[2] govern your rights. At the end you will find checklists, a how‑to and links to official forms and authorities. The tips are practical, clear and often save expensive legal advice. Follow the steps step by step and keep copies safe.
Which documents to collect
- Photos and videos as evidence, ideally with date and time.
- Record date, time and location (time, within, calendar event).
- Invoices, cost estimates and receipts for repairs.
- Witness statements as evidence with contact details.
Store photos and receipts immediately both digitally and on paper.
Deadlines and timelines
Many insurers and contracts set deadlines: notify the landlord and your insurer immediately. Note deadlines in writing and set a clear reply deadline, e.g. "Please reply within 14 days" so the timeframe is explicit.
- Inform the landlord immediately (within 2 days) and briefly describe the damage.
- Notify the insurer in writing and submit the completed form.
- Submit cost breakdowns and receipts when requesting reimbursement.
Respond to letters within stated deadlines, otherwise rights may be lost.
Damage report: step by step
Summarize the facts briefly: what happened, when, who was involved, what damage occurred. Use photos, receipts and witness information and send everything by email with read receipt or by registered mail.
- Create a written damage report and state the date.
- Call your insurer to inform them and note the claim number.
- Attach all receipts and keep copies.
Detailed documentation increases your chances of success in claims.
If the insurer refuses payment
Check the policy: coverage, exclusions and duties. Request a written denial and ask for a precise reason. A low-cost legal consultation or consumer advice can help.
- Request a written denial and document the justification.
- Check whether duties (e.g. prompt notification) were breached.
- Consider court action at the competent local court if legal clarity is needed.
Court proceedings and jurisdiction
Many tenancy disputes fall under the local court; higher-value cases may involve the regional court. Sections §§535–580a BGB[1] and the ZPO[2] govern the substantive law and procedural rules.
In many cases, an out-of-court settlement with documentation is worthwhile.
FAQ
- When must I, as a tenant, report damage?
- Immediately: inform the landlord and insurer as soon as possible and document date and evidence.
- Which forms do I need for a damage report?
- There is no federal standard form, but many insurers offer standard claim forms; supplement these with photos, invoices and witness details.
- Who decides on payment disputes?
- Unresolved cases are usually decided by the local court; BGB and ZPO are relevant for legal questions.
How-To
- Take photos and videos immediately as evidence.
- Record date and time and location.
- Inform the landlord and send a written damage report.
- Contact your insurer and note the claim number.
- Submit invoices and cost estimates and request reimbursement.
- If necessary, prepare documents for legal proceedings.
Key takeaways
- Good documentation often determines claim outcomes.
- Meet deadlines: report damage immediately.
- Keep copies of all correspondence and receipts.
