Tenant letters in Germany: repairs, deposit and notice
Write to a landlord in Germany: report a defect, chase a repair, reclaim your deposit (Kaution) and give notice with the three-month period. German examples.
Quick answer
Write to your landlord or property manager (Hausverwaltung) for the purpose you need: report a defect promptly (Mängelanzeige), chase a repair with a deadline, or ask for the deposit settlement (Kautionsabrechnung) after moving out. These letters can go by email or post. Giving notice is different: it needs a paper letter signed by hand by every tenant (§ 568 BGB) and, for an open-ended tenancy, about three months’ notice (§ 573c BGB). The deposit is capped at three months’ rent and has no fixed repayment deadline.
| Who it’s for | Tenants of private residential housing in Germany |
| Defects | Report promptly (§ 536c BGB); keep photos and a copy of the report |
| Deposit | At most three months’ rent excluding service charges; settled within a reasonable time, often 3–6 months |
| Tenant’s notice | Received by the third working day of a month, it ends the tenancy at the end of the second following month |
| Form of notice | Paper original signed by every tenant; email, fax or a scan is not enough |
| Common mistakes | Withholding rent without advice, giving notice by email, a missing co-tenant signature |
This guide covers private residential tenancies in Germany. Before writing, gather your name and correspondence address; the name and notice address of the landlord or authorised property manager; the full address of the rented home, kept separate from the recipient address; any contract reference; and the relevant dates, facts and earlier letters. In every example, replace all placeholders and add the date and both address blocks. A notice to end the tenancy also needs the names and original signatures of all tenants.
Report a defect
Tell the landlord as soon as a defect appears. Tenants must report defects promptly (§ 536c BGB); if you report late, you may lose the right to reduce the rent and be liable for damage that early repair would have prevented. Describe the problem, the room, when you noticed it and how it affects your use of the home. Keep photos and proof of the report. For urgent hazards, such as a burst pipe, a smell of gas or no heating in winter, phone the landlord or an emergency service immediately; do not wait for a letter to arrive.
Mängelanzeige — [vollständige Anschrift der Mietwohnung]
Sehr geehrte Damen und Herren,
am [Datum der Feststellung] habe ich folgenden Mangel festgestellt: [Problem und betroffener Raum]. Die Nutzung ist dadurch wie folgt beeinträchtigt: [Auswirkungen].
Bitte veranlassen Sie die Beseitigung des Mangels und teilen Sie mir einen Reparaturtermin mit. Für Rückfragen erreichen Sie mich unter [Kontaktdaten].
Mit freundlichen Grüßen [Name]
Chase a repair that has not been done
Refer to the date and method of your first report, describe what is still wrong and ask for the repair by a specific date. Choose a deadline that suits the problem, often around two weeks for a non-urgent repair, and allow for delivery. Do not simply stop paying or deduct an amount you have estimated yourself. The rent is reduced by law while a significant defect impairs use (§ 536 BGB), but the appropriate amount depends on the case. A tenants’ association (Mieterverein) can advise you before you pay less, or you can keep paying in full under reservation.
Erneute Aufforderung zur Mängelbeseitigung — [Anschrift der Mietwohnung]
Sehr geehrte Damen und Herren,
am [Datum] habe ich Sie per [Art der Meldung] über [Mangel] informiert. Der aktuelle Stand ist: [Sachstand].
Ich fordere Sie erneut auf, den Mangel zu beseitigen. Als Termin hierfür schlage ich den [angemessenes Datum] vor. Bitte teilen Sie mir zeitnah mit, wann die Arbeiten erfolgen.
Mit freundlichen Grüßen [Name]
Reclaim your deposit
After moving out, give the date the tenancy ended, the date you handed over the home and keys, and the deposit you paid. Ask for a settlement including interest, reasons for any deductions and payment of the balance. The deposit may not exceed three months’ rent excluding service charges, and the landlord must keep it separate from its own money, with the interest added for you (§ 551 BGB). There is no fixed legal deadline for repayment: courts allow a reasonable review period, often three to six months, and the landlord may hold back a reasonable amount for a service-charge statement that is still due. Leave out amounts you do not know rather than guessing.
Bitte um Abrechnung und Rückzahlung der Mietkaution — [Anschrift der Mietwohnung]
Sehr geehrte Damen und Herren,
das Mietverhältnis endete am [Datum]. Die Wohnung und die Schlüssel wurden am [Datum] übergeben.
Bitte rechnen Sie die Kaution einschließlich etwaiger Zinsen ab und zahlen Sie den zur Rückzahlung fälligen Betrag aus. Falls Sie Beträge einbehalten, bitte ich um eine nachvollziehbare Aufstellung und Begründung. Bitte antworten Sie bis zum [angemessenes Antwortdatum].
Mit freundlichen Grüßen [Name]
Give notice on your tenancy
A tenant’s notice must be in statutory written form (§ 568 BGB with § 126 BGB): a paper document signed by hand by every tenant named in the contract and delivered to the landlord. Email, fax, a scan or a signature image printed by a mailing service is not enough; a qualified electronic signature is the only electronic alternative. For an open-ended tenancy, a notice that reaches the landlord by the third working day of a month ends the tenancy at the end of the second following month (§ 573c BGB). For example, a notice received early in March, by the third working day, ends the tenancy on 31 May. This applies however long you have lived there. Check the contract for a fixed term or a waiver of termination (Kündigungsverzicht), which can delay the earliest end date.
Do not use online print-and-post for the notice itself. Prepare the text here, print it, have every tenant sign the original and deliver it yourself, ideally by hand in front of a witness or by a method that proves receipt.
Ordentliche Kündigung des Wohnraummietvertrags — [Anschrift der Mietwohnung]
Sehr geehrte Damen und Herren,
die nachfolgend genannten Mieter kündigen hiermit den Wohnraummietvertrag ordentlich zum [geprüftes Enddatum], hilfsweise zum nächstmöglichen zulässigen Termin.
Mieter laut Mietvertrag: [alle vollständigen Mieternamen].
Bitte bestätigen Sie den Eingang und das Datum, zu dem das Mietverhältnis endet. Bitte stimmen Sie mit uns einen Termin für die Wohnungs- und Schlüsselübergabe ab.
Mit freundlichen Grüßen [alle erforderlichen Originalunterschriften]
Post your letters and keep evidence
For defect reports, repair reminders and deposit requests, upload your final PDF or write the letter in MaisonMail, and add photos or documents as PDFs in the send flow. The recipient address determines the destination; available services, estimated delivery and the final price appear before payment. Keep a copy of every letter and attachment. Tracking shows that an item arrived, not what it contained. The mailing button below is for these letters only; it does not replace delivery of a notice signed by hand.
Official sources
References used and links to the rules currently in force.
- § 568 BGB — Form und Inhalt der KündigungGesetze im Internet
- § 573c BGB — Fristen der ordentlichen KündigungGesetze im Internet
- § 126 BGB — SchriftformGesetze im Internet
- § 536 BGB — Mietminderung bei Sach- und RechtsmängelnGesetze im Internet
- § 536c BGB — Mängelanzeige durch den MieterGesetze im Internet
- § 551 BGB — Begrenzung und Anlage von MietsicherheitenGesetze im Internet
- Abrechnung der Mietkaution innerhalb angemessener FristMieterbund Darmstadt
- Per Einschreiben verschicken? Welches Schreiben Sie wann brauchenVerbraucherzentrale
Information current as of the last verification date. This guide is informational and is not legal advice — for a complex situation, consult a qualified professional.
Frequently asked questions
How much notice does a tenant give in Germany?
For an open-ended residential tenancy, your notice must reach the landlord by the third working day of a month to end the tenancy at the end of the second following month: about three months, however long you have lived there (§ 573c BGB). A fixed term or a valid waiver of termination in the contract can delay the earliest end date.
Can I give my landlord notice by email?
No. A residential tenancy can only be ended in written form (§ 568 BGB): a paper letter with the original handwritten signature of every tenant named in the contract. Email, fax, a scan or a printed signature image is not enough; the only electronic alternative is a qualified electronic signature.
When must the landlord return my deposit?
There is no fixed legal deadline. The landlord may take a reasonable time to check for claims, often three to six months, and may hold back a reasonable part until an outstanding service-charge statement (Nebenkostenabrechnung) is settled. The deposit may not exceed three months’ rent excluding service charges, and the interest belongs to you (§ 551 BGB).
Can I pay less rent because of a defect?
While a significant defect reduces the home’s fitness for use, the rent is reduced by law (§ 536 BGB). If you do not report the defect, you lose the reduction for the time the landlord could not fix it (§ 536c BGB). The right amount depends on the case. Get advice, for example from a tenants’ association (Mieterverein), before paying less, or pay in full under reservation.
Related guides
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