Tenants: Reject Property Manager Rep – Deadlines Germany

Many tenants in Germany wonder whether they can refuse a property manager representative access to the flat and which deadlines apply. This article clearly explains what rights tenants have, when entry is justified, which formal steps are necessary and which official laws and courts become relevant in the event of a dispute. You will receive a practical step-by-step guide, example wordings and notes on official forms and deadlines. If you are unsure which forms to use or how to write a formal refusal, you will find template texts and links to official sources below.^[1]

Rights, Access and Deadlines

Landlords or their representatives may not enter the flat arbitrarily and without reason. Permissible reasons include acute emergencies, necessary repairs or agreed inspections. Many rights and obligations arise from the Civil Code (BGB) and the relevant paragraphs on defect remediation and landlord duties.^[2] As a rule, access requests must be announced in good time; immediate entry is only permitted in case of imminent danger.

• Emergencies (e.g. acute burst pipes): immediate access possible.
• Repairs: access after announcement and a verifiable appointment.
• Inspections or viewings: usually with prior notice and tenant consent.

How to Refuse Politely and Legally

A refusal should be short, factual and in writing if you want to deny access. State the concrete reason (e.g. missing notice period, missing authorization of the representative) and, if applicable, an alternative appointment for the inspection.

• Written form: draft a short written refusal with date and signature.
• Observe deadlines: respond within the timeframe set by the landlord to avoid misunderstandings or legal disadvantages.
• Document communication: note calls and names in case proof is needed later.

Forms and Template Texts

There are standard letters or templates for many situations, e.g. for formally refusing access or arranging an alternative appointment. Always use clear data (date, time, address) and refer to your privacy rights. Official forms or legal texts can be found on the government sources linked below.^[1]

Collecting Evidence and Keeping Deadlines

Good documentation increases your chances of success. Photos, e-mails, SMS, witnesses and minutes help present the facts. If you miss deadlines, rights can be lost; respond promptly to letters.

• Photos with timestamps: take dated photos of defects or the flat's condition.
• Keep correspondence: save every message and letter from the landlord.
• Record deadlines: note deadlines from letters immediately.

What to Do in Case of Dispute: Legal Steps

If an out-of-court agreement cannot be reached, the local district court (Amtsgericht) is competent for many tenancy disputes such as eviction claims or claims for rent reduction. The Code of Civil Procedure (ZPO) applies to procedural questions. Inform yourself early about filing deadlines and required documents.^[3]

• District court: calling or inspecting files before filing a claim can be useful.
• Prepare evidence: systematically collect minutes, photos and witness statements.
• Consider legal advice: in many cases an initial legal consultation is worthwhile.

Frequently Asked Questions

Can I refuse any representative of the property manager?

You can refuse access if there are no legitimate reasons or no proper notice; emergencies are exempt.

Do I have to offer an alternative appointment?

It is advisable to propose an alternative appointment to avoid conflict and to show a cooperative attitude.

Which court is competent if a dispute arises?

For most tenancy disputes the local district court is competent; the ZPO governs procedural questions.

How-To

1. Check the notice: verify the date, time and reason for access.
2. If unclear, politely refuse access and request written authorization of the representative.
3. Write a short formal refusal stating the reason and send it by e-mail or registered mail.
4. Offer alternative dates if you want to remain cooperative.
5. Collect all messages, photos and minutes as evidence.
6. If necessary, notify the district court or seek legal advice.

Key Takeaways

• Documentation and timely response are crucial for success in disputes.
• Privacy rights are legally protected; consult BGB regulations for details.

Help and Support

• Bürgerliches Gesetzbuch (BGB) – gesetze-im-internet.de
• Zivilprozessordnung (ZPO) – gesetze-im-internet.de
• Bundesgerichtshof (BGH) – bundesgerichtshof.de

1. [1] Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
2. [2] Zivilprozessordnung (ZPO) — gesetze-im-internet.de
3. [3] Bundesgerichtshof (BGH) — bundesgerichtshof.de