Mängelanzeige: model letter to your landlord
How to write a Mängelanzeige (defect notice) for damage in your rented flat, so that you keep your rights.
Report the damage to your landlord in writing, describe it precisely, set a deadline for the repair and reserve your right to a rent reduction. Send the letter in a way that lets you prove it arrived.
How to fill in the model letter
The more precisely you describe the damage, the sooner the right tradesperson comes. It is also clearer later what you reported.
- 1
What the damage is and where
Name the type of damage and the exact spot, for example “water stain, approx. 30 cm, bathroom ceiling above the shower”.
- 2
When you first noticed it
Give the date you first noticed the damage.
- 3
How it affects you
Say what you cannot use, or can only partly use, because of the damage.
- 4
A deadline for the repair
Give a date for the repair. For something urgent, allow only a few days.
- 5
Reserve your rights
State that you are paying the rent under reservation and that you reserve the right to a rent reduction.
- 6
Photos, sending and your copy
Enclose photos. Send the letter by Einwurf-Einschreiben (registered post delivered to the letterbox) or by messenger, and keep a copy.
Model letter: Mängelanzeige
Fill in the blanks and send the letter in a way that lets you prove it arrived. If your landlord writes in German, you will find the German version on our German page.
Your name Your address To: ________ (name and address of the landlord or property manager) Place, date: ________ Subject: Mängelanzeige (defect notice) for the flat ________ (address, floor and position) Dear Sir or Madam, The following damage has appeared in my flat: What: ________ (e.g. water stain, dripping drain, heating failure) Where: ________ (room and exact spot) Since when: ________ (date I noticed it) Effect: ________ (what I cannot use, or can use only partly, because of it) Photos dated ________ are enclosed. Please repair the damage by ________ (date). For an appointment with tradespeople I can be reached at ________ (phone, email), preferably ________ (days, times). Until the damage is repaired, I am paying the rent only under reservation of the right to reclaim it. I expressly reserve the right to a rent reduction under § 536 BGB. Please confirm receipt of this letter. Yours faithfully ________ (signature) Enclosures: Photos of the damage dated ________
This is a general template, not legal advice. If there is danger (water, gas, electricity), call the emergency service first and then report the damage in writing.
Why this matters
If you do not report the damage, you can lose your rent reduction and your claim to compensation (§ 536c BGB). Once you have reported it, what counts is since when the damage has existed and how bad it was.
General information, not legal advice.
Frequently asked questions
Is an email or a phone call enough to report damage?
The law requires no particular form for reporting damage. But later you have to prove that you reported it, and when. A letter by Einwurf-Einschreiben, or an email the landlord replies to, is safer proof than a phone call.
What if the landlord lets the deadline pass?
If the landlord lets the deadline pass, you may have further rights, such as having the repair done at the landlord's expense. Our guide on reporting defects and repairs explains what applies. If in doubt, get advice from a Mieterverein (tenants' association) before you hire anyone yourself.
Do I have to let tradespeople into the flat?
Yes, you have to allow work to maintain or repair the flat (§ 555a Abs. 1 BGB). That is why the letter says when you are available for an appointment.
Also in this topic: Schönheitsreparaturen: must I renovate when moving out?All guides: Rights & duties
Is something broken in your flat?
Record the room before you report the damage. BildProof guides you through the room and creates a structured condition report.
Create your proof