Letter to Your Landlord in Germany: Free Defect Notice Template
Published on October 12, 2026
If something in your rented apartment in Germany is wrong – mold, heating that doesn't work, a water leak – you have to tell your landlord in writing. This letter is called a Mängelanzeige (notice of defect). It is a legal duty, and you must send it without undue delay (Section 536c of the German Civil Code, BGB). It is also the basis for everything that follows: only once the landlord knows about the defect can it be repaired – and only then are you on safe ground with a rent reduction.
Write the letter in German. Your landlord or the property management may not read English, and in a dispute a German letter leaves no doubt about what you said. Below is a free German template with an English translation, plus wording for the most common defects. Replace the parts in [square brackets] with your own details.
Template: defect notice to your landlord (in German)
Replace the parts in [square brackets]
[Vorname Nachname]
[Straße Hausnummer]
[PLZ Ort]
[Vermieter oder Hausverwaltung]
[Straße Hausnummer]
[PLZ Ort]
[Ort], [Datum]
Mängelanzeige – Wohnung [Straße Hausnummer, Etage, Lage]
Sehr geehrte Damen und Herren,
hiermit zeige ich Ihnen gemäß § 536c BGB folgenden Mangel in meiner Wohnung an:
[Beschreibung des Mangels: was, wo, wie stark]
Der Mangel besteht seit dem [Datum] und beeinträchtigt die Nutzung der Wohnung erheblich. [Fotos des Mangels füge ich bei.]
Ich fordere Sie auf, den Mangel bis zum [Datum, in der Regel in zwei Wochen] fachgerecht beseitigen zu lassen. Für einen Termin mit Handwerkern erreichen Sie mich unter [Telefonnummer oder E-Mail-Adresse].
Solange der Mangel besteht, ist die Miete nach § 536 BGB gemindert. Bis zu seiner Beseitigung zahle ich die Miete nur unter dem Vorbehalt der Rückforderung. Weitere Rechte, insbesondere auf Schadensersatz nach § 536a BGB, behalte ich mir vor.
Bitte bestätigen Sie mir den Eingang dieses Schreibens.
Mit freundlichen Grüßen
[Unterschrift]
[Vorname Nachname]
English translation
[First name Last name]
[Street and number]
[Postcode, city]
[Landlord or property management]
[Street and number]
[Postcode, city]
[City], [date]
Notice of defect – apartment [street and number, floor, position]
Dear Sir or Madam,
In accordance with Section 536c of the German Civil Code (BGB), I hereby notify you of the following defect in my apartment:
[Description of the defect: what, where, how severe]
The defect has existed since [date] and considerably impairs the use of the apartment. [I enclose photos of the defect.]
I ask you to have the defect professionally repaired by [date, usually two weeks from now]. To arrange an appointment with tradespeople, you can reach me at [phone number or e-mail address].
For as long as the defect exists, the rent is reduced under Section 536 BGB. Until it has been repaired, I will pay the rent only under reservation of my right to reclaim it. I reserve further rights, in particular to damages under Section 536a BGB.
Please confirm that you have received this letter.
Yours faithfully
[Signature]
[First name Last name]
Prefer a finished letter?
Answer a few questions in English – we write the letter in German with your details, free as a PDF.
The more precisely you describe the defect, the harder it is for the landlord to dispute it. Replace the placeholder [Beschreibung des Mangels] (description of the defect) with wording like this:
Example: Heating / Hot Water
Replace the parts in [square brackets]
Seit dem [Datum] bleiben die Heizkörper in [Wohnzimmer und Schlafzimmer] kalt. Die Raumtemperatur liegt tagsüber bei etwa [16] °C, nachts darunter. [Warmwasser gibt es ebenfalls nicht.]
English translation
Since [date], the radiators in [the living room and bedroom] have stayed cold. The room temperature is about [16] °C during the day and lower at night. [There is no hot water either.]
Seit dem [Datum] dringt im [Badezimmer] Wasser durch die Decke, vermutlich aus der Wohnung darüber. Decke und Wand sind auf etwa [1] m² durchfeuchtet, die Tapete löst sich. [Dabei wurde mein Teppich beschädigt.]
English translation
Since [date], water has been coming through the ceiling in the [bathroom], probably from the apartment above. About [1] m² of ceiling and wall is damp, and the wallpaper is coming off. [My carpet has been damaged.]
Im [Schlafzimmer] hat sich an der Außenwand [hinter dem Kleiderschrank und an der Fensterlaibung] Schimmel gebildet. Die befallene Fläche ist etwa [0,5] m² groß und wächst trotz regelmäßigen Lüftens und Heizens weiter. Im Raum riecht es muffig.
English translation
In the [bedroom], mold has formed on the outer wall [behind the wardrobe and around the window]. The affected area is about [0.5] m² and keeps growing despite regular airing and heating. The room smells musty.
Seit dem [Datum] wird [in der Wohnung über mir] renoviert. Werktags von etwa [8] bis [17] Uhr entsteht durch Bohren und Stemmen erheblicher Lärm, der in allen Räumen deutlich zu hören ist. Ein Lärmprotokoll füge ich bei.
English translation
Since [date], [the apartment above mine] has been under renovation. On weekdays from about [8 am] to [5 pm], drilling and chiselling cause considerable noise that can be heard clearly in all rooms. I enclose a noise log.
Seit dem [Datum] ist die Stromversorgung in [Küche und Bad] ausgefallen. Herd, Kühlschrank und [Waschmaschine] funktionieren nicht. [Auch andere Wohnungen im Haus sind betroffen.]
English translation
Since [date], there has been no electricity in [the kitchen and bathroom]. The stove, fridge and [washing machine] do not work. [Other apartments in the building are affected too.]
Seit dem [Datum] treten in Küche und Bad [Schaben] auf. Ich sehe täglich [mehrere] Tiere, vor allem nachts; an [den Fußleisten] sind Kotspuren zu sehen.
English translation
Since [date], [cockroaches] have appeared in the kitchen and bathroom. I see [several] of them every day, especially at night; there are droppings along [the skirting boards].
A precise description: what, where, how severe and since when. "Heating broken" is not enough; "radiators in living room and bedroom cold, 16 °C during the day" is.
A deadline for the repair: usually about two weeks. For urgent defects – no heating in winter, a burst pipe, no electricity – much shorter.
Payment under reservation: until the repair, pay the rent only "unter Vorbehalt" (under reservation). If you pay the full rent without reservation although you know about the defect, you may not be able to reclaim the overpayment later (Section 814 BGB).
Evidence: photos and videos; for noise, a noise log; for cold, a temperature log with dates and times.
Date and signature.
How to send it
The law does not require a particular form – you could even report the defect orally. But in a dispute, you have to prove that the landlord was informed, and when. So:
send it in writing, ideally by Einwurf-Einschreiben (registered mail delivered to the mailbox, available at any Deutsche Post branch) or by a messenger who can confirm the delivery;
keep a dated copy;
e-mail is fine if your landlord or the property management can be reached that way – keep the sent message.
Send it to the right place: if your landlord uses a property management company (Hausverwaltung), it usually handles defects.
What happens next
As long as the defect exists, the rent is reduced by law – regardless of the deadline you set. Our rent reduction table shows how much courts have allowed in more than 100 rulings. For the follow-up letter, use our rent reduction letter template.
Don't reduce too much: if a court later finds a lower rate appropriate, the difference counts as rent arrears – in the worst case, the landlord can terminate your lease. How that happens and how to avoid it: Reduced your rent too much?
Do you have a rental defect?
Create a free letter to your landlord now and demand defect remediation or rent reduction.