Documenting a Flatshare in Germany – Tenant Rights

As a tenant in Germany, clear documentation in a flatshare in a dorm is often decisive when it comes to repairs, deposit disputes or rent reductions. Shared dorm rooms regularly produce uncertainties about damage, responsibilities or delayed repairs. This guide explains step by step which records and photos you should collect, how to report defects in writing and on time, and which authorities to contact if conflicts arise. You will receive practical sample guidance for letters, notes on deadlines under the BGB and tips on protecting your deposit. The goal is that you as a tenant know your rights and secure evidence so it holds up in court and with the landlord.

Why documentation matters

Good documentation shows when a defect first occurred, who was informed and which deadlines apply; this helps to prove claims under the BGB.^[1]

Which documents to collect

• Photos of defects (photo): multiple angles, include a scale with a ruler or object.
• Date and time of discovery (time) and who was present.
• Correspondence with landlord/management (form): emails, letters, replies.
• Move-in and move-out handover protocol (record) and inventory list.
• Deposit receipts and payment records (deposit) and utility bills.

How to report defects correctly

Describe defects in writing with date, description and a reasonable deadline for remedy and send the notice by email and, if necessary, by registered mail. Deadlines from the BGB are crucial for legal steps.^[1]

Examples of sample forms

There is no nationwide standard form for defect notices, but there are sample termination letters from the Federal Ministry of Justice. Use clear wording: date, description of defect, deadline, requested remedy and a note about possible rent reduction or legal action.

FAQ

What should I document when living in a flatshare in a dorm?

Photos, date/time, handover protocols, correspondence and payment records are important.

How quickly must I report defects?

Defects should be reported in writing without delay; deadlines and legal consequences are guided by the BGB.^[1]

Where can I turn if the landlord does not respond?

If the landlord does not respond, tenants can involve the local court (Amtsgericht) or seek legal advice; important case law comes from the BGH.^[3]

How-To

1. Take photos (photo): Document damage from multiple angles.
2. Note date and time (time): Record when defects were discovered.
3. Report defects in writing (form): Send a clear defect notice to landlord and management.
4. Secure receipts (deposit): Save deposit and payment records.
5. Wait for a response and respect deadlines (court): If there is no response, consider legal steps.^[2]
6. Seek legal advice (support): Contact advisory services or bring documents to the local court.^[3]

Key Takeaways

• Good documentation protects your deposit and rights.
• Act quickly and observe deadlines.

Help and Support

• Gesetze im Internet – BGB (support)
• Gesetze im Internet – ZPO (support)
• Federal Court of Justice – Decisions (support)

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1. [1] Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
2. [2] Zivilprozessordnung (ZPO) – Gesetze im Internet
3. [3] Bundesgerichtshof (BGH) – Decisions