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Reporting a defect to your landlord in writing (Germany)

Mould on the wall, a cold radiator, a window that won't close? Report the defect in writing — it protects your rights and gets the repair moving. Here's how.

Updated August 2026 · 5 minutes read

Tenant photographs mould next to a dripping radiator with her smartphone

Why you must report it

Tenants must report defects without delay (§ 536c BGB). Staying silent risks liability for consequential damage and loses rent reduction for the time before notice. The landlord must keep the flat in proper condition (§ 535 BGB).

Step 1: document

  • dated photos, ideally with a ruler for scale,
  • when the defect appeared and its effects,
  • for heating: note room temperatures.

Step 2: report in writing and set a deadline

  1. your address and the affected flat,
  2. a concrete description with date,
  3. a request to fix it within a reasonable deadline — typically 14 days, much shorter for emergencies like no heating in winter,
  4. a note that you reserve the right to reduce the rent.
Man posting a letter outside an apartment building, a toolbox nearby
A written letter proves when the landlord learned about the defect.

Sample wording

Dear Sir or Madam,

since [date], my flat at [address] has the following defect: [description]. Photos are enclosed.

Please remedy the defect by [date]. Until then I reserve a rent reduction under § 536 BGB; I pay the rent from now on only under reservation.

Yours faithfully

Rent reduction: carefully

Rent is reduced by law for a significant defect (§ 536 BGB), but the amount depends on the case. Cutting too much can, in extreme cases, lead to termination for arrears. Safer: keep paying "under reservation" and ask a tenants' association.

Write the letter in the letter editor and send it with proof. Trouble with your service charge statement? Try the utility bill checker.

Note: This article is not legal advice.

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