Reject Property Manager Representative: Tenants in Germany

Many tenants in Germany wonder how to respond when a property manager's representative suddenly demands access or takes over administrative matters. This article offers a practical checklist for tenants: what rights you have regarding privacy and access rules, how to formally and timely reject representatives, which deadlines to observe and which official bodies can assist. We explain in plain language which phrasings are useful in letters, how to secure documentation and evidence, and when a local court can be involved. The goal is for tenants to enforce their rights effectively without unnecessary escalation and to know which official forms and laws in Germany are relevant.

Who may represent the property manager?

As a tenant you have a right to privacy and controlled access. Only persons with a clear power of attorney may act on behalf of the landlord; general rules of tenancy law apply (German Civil Code, §§ 535–580a).^[1]

How to refuse — steps and deadlines

If you want to refuse a representative, proceed in a structured way and observe deadlines. Act in writing, state brief reasons and, if necessary, request proof of authorization.

• File an objection within the announced deadline or object in writing immediately.
• Send a written refusal (registered mail recommended) and request a copy of the power of attorney.
• Document: take photos, notes on date/time and the contact person.
• If unauthorized access occurs, file a report and consider legal action at the local court.

Forms and sample letters

There is no universal official template, but the following standard documents are practical and commonly used:

• Written objection (sample letter): briefly state that the representative is not recognized and request a power of attorney.
• Set a deadline: e.g. "Please provide the power of attorney within 14 days in writing."
• Access/entry protocol: date, time, representative's name, reason, witnesses documented.

What to do in case of unlawful access?

Unlawful access is serious: react immediately, document the incident and seek support.

• Secure evidence: photos, witnesses, notes and record the incident.
• Call the police in emergencies when trespassing or danger is present.
• Consider legal action and, if necessary, involve the local court.^[2]

Practical tips for letters

Write briefly and factually, name a deadline. Example: "I hereby object to representation by Mr/Ms X. Please submit the power of attorney within 14 days in writing; otherwise I reserve the right to take further legal steps." Send the letter with proof of delivery.

FAQ

Can I immediately refuse any representative of the property manager?

You can request that a written power of attorney be provided; if evidence is lacking, you may refuse representation and ask for clarification.

What deadline is usual to present a power of attorney?

A reasonable deadline is often 7–14 days; state the deadline in writing and request proof.

Who decides disputes about access or representation?

Many tenancy disputes are decided by the competent local court; higher instances are the regional court or the Federal Court of Justice for legal questions of significance.^[3]

How-To

1. Check the claimed power of attorney and the person’s ID first.
2. Write a brief refusal with a deadline and request presentation of the power of attorney.
3. Collect evidence: photos, witnesses, notes and save all messages.
4. If necessary, inform police or consider involving the local court.

Help and Support / Resources

• German Civil Code (BGB) online — gesetze-im-internet.de
• Federal Ministry of Justice and Consumer Protection — bmjv.de
• Federal Court of Justice (BGH) — bundesgerichtshof.de

1. [1] BGB §§ 535–580a — gesetze-im-internet.de
2. [2] Court responsibilities — bundesregierung.de
3. [3] Federal Court of Justice (BGH) — bundesgerichtshof.de