Tenants: Reporting Changes in Germany

As a tenant in Germany it is important to know when you must inform your landlord about changes to your personal data, employment or household size. Some changes affect rent payments, utility costs or entitlement to housing benefits and should therefore be reported promptly, clearly and in a verifiable way. This article explains in plain language which changes must be reported, how you can notify them digitally or in writing, which deadlines apply and which documents you should keep ready. You will find practical examples, sample texts and guidance on official forms so you can act confidently and avoid misunderstandings. The language is simple so tenants without legal knowledge can follow the steps.

When must tenants report changes?

You should report changes when they affect the tenancy agreement, rent payment or public benefits (e.g. housing benefit). Typical cases are changes of name or address, new bank details for rent payments, changes in income or a changed household size. Some duties follow from the lease, others from general provisions of tenancy law (BGB).^[1]

Which changes are common?

• Name or address change (record): Inform the landlord so correspondence is delivered correctly.
• Change of account for rent payments (rent): Notify new bank details in time before the next transfer.
• Change in household size (record): More persons can affect utilities, housing entitlement or housing benefit eligibility.
• Income change (payment): Your income may be relevant for housing benefit or graduated rent agreements.
• Subletting or keeping pets (form): If the lease requires approval, ask in writing beforehand.

How to notify changes correctly

Prefer written notifications you can prove. Digital by e-mail is possible if you get a confirmation of receipt; otherwise use registered mail or hand-deliver the notice and get a receipt. State clearly: which change, from which date it applies, and attach suitable proof (e.g. registration certificate, payslip, bank statement). Keep copies and proof of sending.

Example: Change of bank account

Write: "I hereby inform you that my account for rent payments changes as of 01.10.2025. New IBAN: DE00 0000 0000 0000 0000. Please confirm receipt of this notice." Attach a bank confirmation or account statement.

Deadlines and proof

• Observe deadlines (deadline): Some notifications should be made "without undue delay"; if unsure, 14 days is a reasonable guideline.
• Use a clear form or letter (form): Use subject lines like "Notification: Change of Address" and date the letter.
• Attach proof (evidence): Registration certificates, payslips or bank statements increase verifiability.

Consequences of non-notification

If a tenant fails to report relevant changes, problems can arise: payment arrears, incorrect utility billing or repayment demands for housing benefits. In serious cases there may be warnings or court proceedings; tenancy disputes are usually heard before the local court (Amtsgericht).^[2]

Forms and templates

• Housing benefit application (form): If your income changes, check eligibility and use the official application form from your municipality or guidance from the federal ministry.
• Notification letter (form): A short informal written notice with date and signature is usually sufficient.

There are often no nationwide mandatory "report forms" to give to a landlord; usually a clear verifiable letter suffices. For housing benefit use the official forms or guidance provided by the federal ministry.^[3]

FAQ

Do I always need a written confirmation from the landlord?

A written confirmation is recommended, especially for important changes; save sending and receipt confirmations for emails.

Can I send changes via WhatsApp?

Short messages are possible but often do not provide reliable proof. Prefer email with confirmation or registered mail.

What documents prove income changes?

Payslips, notices of unemployment benefits or tax notices are appropriate proofs.

How-To

1. Prepare: Collect all relevant documents and note the date from which the change applies.
2. Write the notice: Keep it brief, clear and dated; attach copies of evidence.
3. Send within a deadline: Send the notice in time by email with confirmation or by registered mail.
4. Request confirmation: Ask for written confirmation of receipt and keep all records.

Help and Support / Resources

• Local and higher courts information at BGH
• German Civil Code (BGB) - tenancy law
• Federal Ministry for Housing - housing benefit information

1. [1] German Civil Code (BGB) 35-580a - Tenancy law sections
2. [2] Code of Civil Procedure (ZPO) - court proceedings
3. [3] Federal Ministry for Housing, Urban Development and Building - housing benefit guidance