The following cover letter is an example of the modernization announcement sent to you. The customized data has been removed. You can have the sample letter translated into several languages here. However, for a translation of your individual cover letter, please contact a translator.
We improve your quality of life! Your house will be renovated!
Good day,
Starting in February of next year, we will be modernizing the residential building in which your apartment is located. This will primarily improve your quality of life in the long term. The following measures will be carried out:
in your apartment:
- Heating work (3.)
- Electrical work (4.) Facade work (2.)
- Pipes/Sanitary facilities (5.)
- Sanitary fixtures (6.)
- Drywall and tiles (7.)
- Ventilation work (11.)
- Window work (13.)
Additionally at the residential building:
- Roof work (1.)
- Facade work (2.)
- Hallways and stairwell (8.)
- Elevator (9.)
- Balconies (10.)
- Fire protection measures (12.)
- Keller (14th)
Please refer to Annex 3 for a detailed description of the measures and the planned construction times.
We would like to inform you in advance that you have the option of having a shower tray installed instead of the originally planned bathtub. Please check the corresponding box in Appendix 1 to indicate this.
You can remain in your apartment during the renovation work. However, there will be some temporary inconveniences. Naturally, we will do everything we can to carry out the construction work quickly and smoothly.
We thank you for your understanding and will do our best to minimize any inconvenience.
Do you have any questions about this?
We invite you to the tenants' meeting on November 13, 2025.
To answer your questions, we will be holding a tenants' meeting on Thursday, November 13, 2025, from 5:00 p.m. to 7:00 p.m. (doors open at 4:30 p.m.) in the school building in Köllnische Heide (Hänselstr. 6, 12057 Berlin, in the main hall – access via the main entrance). This tenants' meeting is not open to the public. Please bring a photo ID.
1. Important – please fill out and submit by November 30, 2025:
Please complete the declaration of consent (Annex 1) and the data protection declaration (Annex 2) in full and send them to us by 30.11.2025 at the latest to kundenzentrum@howoge.de .
Furthermore, we would like to remind you to inform your household insurance company about the period during which scaffolding will be erected. You are welcome to use the attached form 3 for this purpose.
2. Information on the construction period
Construction work will begin on February 16, 2026 and is expected to end on December 8, 2026 .
In order for the renovation work to be carried out, it is necessary for specialist companies commissioned by us to access your apartment. This will likely be required from [insert date here] . We kindly ask you to ensure that the area is clear enough for construction. We will explain the extent of this required during a separate appointment in your apartment. We will inform you of this appointment separately. You can also find initial information in the floor plan in Appendix 7.
Should you require assistance in creating the necessary space for construction in your apartment, please contact us immediately after the on-site inspection.
If the planned construction dates are postponed (see Appendix 3), we will announce this in a timely manner. Naturally, no construction work will take place on public holidays within the specified periods.
3. Do you require support during the construction period?
If you have any questions or require assistance due to your age or a physical disability, please feel free to contact us:
- by telephone: 030 / 54 64 30 00
- by email: kundenzentrum@howoge.de
4. Investment costs and modernization levy
We expect to invest a total of [ amount] in the construction project.
The costs for all maintenance work will be covered by us, HOWOGE. We will only pass on the costs for modernization measures to your total rent, in accordance with legal regulations and the requirements of the Berlin Senate.
Total cost of this measure: Amount
of which total repair costs: Amount
of which modernization share total: Amount
Monthly modernization levy before capping: Amount
Monthly modernization levy per m² before capping: Amount
Cap amount per m²: - Amount
Monthly modernization levy per m²: Amount
Your estimated monthly modernization levy: Amount
Please note that this breakdown is based on estimated costs. Once the construction work is completed, we will be able to inform you of the actual costs incurred and your resulting monthly charge as part of the modernization billing. At the same time, we expect the planned measures to reduce your heating and hot water costs, assuming your usage remains the same.
For this reason, we ask you to refrain from asking about the specific amount of the levy until the modernization bill is issued.
Legal information regarding the modernization project can be found in Appendix 5.
5. Affordability guarantee, hardship clause and special right of termination:
With the cooperation agreement "Affordable Rents, New Housing Construction, and Social Housing Provision," we guarantee that your rent will remain affordable. This means that the net rent (excluding utilities) may not exceed 27% of your household income, provided you meet the requirements for a housing entitlement certificate (WBS) and the living space is within the specified limits (Article 2, Section 3, Paragraph 4 of the Berlin Housing Act). If your rent is higher, you can apply for a rent reduction to this percentage of your income. Further information can be found at: http://www.howoge.de/leistbarkeitsversprechen or by contacting kundenzentrum@howoge.de .
We would like to inform you today that you may be entitled to housing benefit due to the present modernization announcement.
Please note that, in accordance with § 555d para. 2, 3, 4 of the German Civil Code (BGB), you must inform us in writing of all reasons that constitute a hardship for you due to the modernization work by the end of the month following receipt of this announcement.
Furthermore, you have a special right of termination: You can terminate the lease agreement at the end of the second month following receipt of this notice (§ 555e para. 1 BGB). The termination notice must be given by the end of the month following receipt of the modernization notice.
6. Further information for you:
More detailed information on the measures and legal notices can be found in:
- Annex 3: Notification to household insurance company
- Annex 4: Description of construction measures
- Annex 5: Cost splitting and modernization levy
- Annex 6: Legal Notices
- Appendix 7: Floor plan
Best regards
Your HOWOGE housing company mbH
Annex 1
Max Mustermann
Michael-Bohnen-Ring 12-16
12057 Berlin
HOWOGE Wohnungsbaugesellschaft mbH
PO Box 10 03 19
57003 Siegen
Request for a shower tray and declaration of consent
We would like to inform you that we would like a shower tray instead of the bathtub planned for all apartments.
(Check the appropriate box if desired) ☐
The announcement letter stated the start date, expected duration, type and scope of the work, as well as the expected timeframes.
I/we tolerate the modernization and repair measures in the house announced in the letter dated [date] and grant corresponding access to the apartment and the tenant's cellar, insofar as this is necessary for the aforementioned measures.
Berlin, the
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Max Mustermann
Annex 2
Tenant number: Tenant number
Max Mustermann
Michael-Bohnen-Ring 12-16
12057 Berlin
HOWOGE Wohnungsbaugesellschaft mbH
PO Box 10 03 19
57003 Siegen
Privacy notice and statement – Sharing of contact details
In the event of necessary repairs, maintenance, renovations, refurbishments, or similar work, HOWOGE generally uses external service providers (e.g., tradespeople). In this case, scheduling an appointment between the tenant and the service provider is required. Furthermore, data must be shared with the following recipient: Architekturwerk Gesellschaft von Architekten mbH.
The tenant hereby consents to the following communication data being transmitted to external service providers:
☐ Phone number / Phone number ________________ /__________________
☐ Email address ____________________________________
This data will only be passed on to the external service provider so that an appointment can be arranged quickly.
Consent is given voluntarily. I/We am/are aware that this consent can be withdrawn at any time.
Even if the tenant does not consent to the aforementioned data processing, the necessary measures will be carried out. This consent is given voluntarily and can be revoked at any time without stating reasons, with effect for the future.
Berlin, the
-------------------------------------------------------------------------------------------
Signature Max Mustermann
We would like to refer you to our privacy policy, which you can view at any time at https://www.howoge.de/datenschutz.html .
The data protection officer can be reached at datenschutz@howoge.de .
Annex 3
(Please send to your insurance company!)
Address of the insurance company:
Tenant's details:
Max Mustermann
Michael-Bohnen-Ring 12-16
12057 Berlin
policyholder
Notification to the household contents insurer
Good day,
From March 16, 2026 to November 17, 2026, modernization and repair work will be carried out at Michael-Bohnen-Ring 12-16, 12057 Berlin by HOWOGE Wohnungsbaugesellschaft mbH, the building's manager. The building will be scaffolded for this purpose.
Best regards
Berlin, the
-------------------------------------------------------------------------------------------
Signature Max Mustermann
Annex 4: Description of the construction measures
| Trade / Construction period | It's on | Construction measures and consequences |
|---|---|---|
1. Roof work Construction period: | The roof waterproofing is largely leaking and in need of replacement. Connections and parapet flashing are damaged and must be replaced due to the waterproofing work. PV-ready is not present. Lightning protection is partially in place. Ventilation units are located on the roof. | The insulation will be rebuilt using polyurethane (PUR). The planned material consists of at least 50% bio-based substances. It is non-combustible, has high compressive strength, and does not absorb water. This will prevent future damage and save a significant amount of energy. The parapet capping will also be replaced. PV-ready installations are being carried out. Lightning protection is being restored, including the installation of a safety system using anchors and a cable system. Ventilation units are being replaced according to the technical requirements of the new system. During the construction work, disruptions are expected. These include the erection of scaffolding, temporary noise and dust pollution, and restrictions on access and communal areas. Furthermore, the photovoltaic system will be dismantled prior to the construction work. The renovation is necessary to preserve the building, protect its structure, and ensure energy efficiency. Since the roof was already insulated, we will classify these costs as maintenance. |
2. Facade work Construction period: | The facade is fitted with an original insulation system consisting of plastered wood wool and polystyrene insulation boards and exhibits significant plaster damage. The insulating effect of the insulation layers no longer meets modern standards. The insulation is 4 cm thick and has a thermal transmittance of 0.784 W/(m²K). The ceilings of the underpasses are not insulated and are partly in poor condition (water damage, holes, material peeling). The building's base is made of blue-painted exposed concrete. This has spalling, in some places exposing the reinforcement. In some areas, the paint has faded or been painted over. | The old insulation is being replaced with an external thermal insulation composite system (ETICS). Optimized connections to windows and balconies further improve thermal insulation. Mineral wool is being used as the insulation material. The new U-value will then be within the range of the GEG (German Building Energy Act) requirement of 0.24 W/(m²K). The facade will be finished in the original color and texture, as agreed upon with the historic preservation office. Added value (before-and-after comparison) |
3. Heating Construction period: | The bathroom contains a small, original radiator. | As part of the tiling work in the bathroom, we will replace your radiator with a towel radiator. Added value (before-and-after comparison) |
4. Electrical system Construction period: | The sub-distribution board, which is still present in most apartments in the cupboard or opposite the bathroom door, no longer meets current safety requirements and must therefore be replaced or upgraded. The electricity meters in the hallway cabinets are mostly original to the building and technically outdated. The doorbell system dates back to when the building was constructed and is prone to malfunctions. There are no multimedia distribution points. The building is not equipped for solar panel installation. | In the original electrical boxes in the apartments (single-row, flush-mounted), residual current circuit breakers (RCCBs) will be installed for the electrical circuits, and the old circuit breakers will be replaced with new ones appropriately sized for the current load. New, multi-row surface-mounted boxes are already up to current technical standards and will remain untouched. Added value (before-and-after comparison) |
5. Lines/Sanitary facilities Construction period: | The sewage pipes consist of partially leaking asbestos cement pipes. Asbestos is a hazardous substance and may only be removed under strict safety regulations. | The toilet cisterns and hot and cold water meters will be replaced. The ventilation ducts, wastewater and rainwater downpipes will be re-laid. Fire barriers between the floors will also be installed. The riser renovation will be carried out through an opening in the kitchen wall. Added value (before-and-after comparison) |
6. Sanitary ware Construction period: | The bathrooms are generally equipped with bathtubs, wall-hung toilets with concealed cisterns, ceramic washbasins, and single-lever mixer taps. There are a few floor-standing toilets. In some cases, the kitchen sink cabinets in the apartments are damaged. | In the bathroom, all fixtures, including bathtubs, sinks, and toilets (including faucets, taps, etc.), will be replaced. Where existing, floor-standing toilets will be replaced with wall-hung toilets; where not yet present, single-lever faucets will be installed. Optionally, the bathtub can be replaced with a shower tray. Added value (before-and-after comparison) |
7. Drywall and tiles Construction period: | The kitchens have tiled backsplashes, some original to the building and some that have been replaced. The bathroom walls are tiled all the way around up to a height of approximately 2 meters. In some places, another layer of tiles has already been laid over it, but for the most part, the original tiles from the time of construction are still in place. | As part of the opening of the shaft wall in the kitchen for the purpose of pipe renovation, the tile backsplashes around it will be renewed. The bathroom walls and floors will be completely retiled. The original tiles will be retained and tiled over. This will result in some restrictions on bathroom use for a few days. Installing new tiles in the bathroom and kitchen creates a modern, well-maintained look and significantly improves the overall appearance of the apartment. The original tiles are not removed and serve as the base for the new tiling. This means less mess and noise, as well as a shorter construction time. We will classify these costs as repairs. |
8. Hallways and stairwell Construction period: | The ceilings in the hallways are clad with mineral fiber panels and fitted with original linear lighting fixtures. The panels are dirty and partially damaged and will be replaced. Since they consist of old mineral wool, they will be completely removed and disposed of properly. | The recessed lights are fitted with energy-saving LEDs. During the replacement, the fluorescent tubes and ballast are removed or bypassed. The wiring is converted directly to 230 V, and then LED tubes with a suitable base are installed. Added value (before-and-after comparison) |
9th elevator Construction period: | The existing elevators at numbers 14 and 16 are technically outdated and unreliable. This results in long waiting times and service disruptions. Worn components impair their function and ease of use. The control technology is no longer state-of-the-art, and brake components in the mechanical room contain asbestos. | As part of this project, the drive system, controls, and cabin doors (using improved and energy-saving technology) will be completely renewed. The elevator cabins will receive new stainless steel interior walls. The shaft doors will be replaced – in consultation with the historic preservation office. Asbestos-containing brake shoes in the mechanical room will be professionally removed and disposed of. Added value (before-and-after comparison) |
10. Balconies Construction period: | The screed on the balconies is severely damaged in places – with cracks, breaks, and deposits. The existing balcony planters also contain hazardous materials (asbestos) and must be replaced. The underside of the balcony has been cleaned. | As part of this project, the balcony surfaces will be completely renovated, sealed, and given a non-slip coating. The railings will be refurbished and repainted. The contaminated balcony planters will be professionally removed and replaced with new ones. Added value (before-and-after comparison) |
11. Ventilation Construction period: | The existing ventilation in the bathroom and kitchen is technically outdated, partially defective, and no longer meets today's requirements for air quality, moisture protection, and fire safety. | As part of the modernization, a new, automatic ventilation system is being installed. The old ventilation ducts are being completely replaced. The new units react to humidity and occupancy, operate quietly, and are energy-efficient. The exhaust air system works in conjunction with the window vents. This ensures that a minimum air exchange is always maintained in the apartment, even when no ventilation is taking place. The ventilation ducts are routed through the building in accordance with fire safety regulations. The ventilation units on the roof are thermally and acoustically insulated and represent the latest technology. Added value (before-and-after comparison) |
12. Fire protection measures Construction period: | In its current state, there are no effective fire barriers at the pipe penetrations between floors. The distribution boxes in the hallways are currently installed in wall niches closed off with wooden doors. | As part of the modernization, these fire protection barriers are being retrofitted to prevent the spread of fire and smoke through installation shafts in the event of a fire. Added value (before-and-after comparison) |
13. Window work Construction period: | The wooden windows are leaky, allowing moisture and drafts to enter the apartment. These original wooden windows are double-glazed (U-value of existing windows: approx. 3.5 W/m²K) and are often in very poor condition. This significantly reduces living comfort, leads to increased heat loss, and can cause long-term structural damage from moisture. Replacing the windows is therefore necessary to save energy, improve the apartment's value, and prevent damage. (U-value of replacement windows: 1.2 W/m²K) Some of the apartments already have plastic windows installed. These will not be replaced. | Following the specifications of the heritage preservation office, the existing wooden windows will be replaced with new wooden windows featuring modern thermal insulation glazing. The wall connections to the facade and balcony will be improved as part of this process, to the extent permitted by heritage preservation regulations and the existing structure. Added value (before-and-after comparison) |
14. Cellar Construction period: | Collective lines for various trades run through the tenants' basement storage areas. The sewage pipes are made of asbestos cement. Some of them are leaking and have reached the end of their service life. Most of the drinking water pipes are uninsulated. The ceilings are uninsulated. | The wastewater mains are being replaced. There will be brief periods of water shut-off. The drinking water pipes are being insulated. Added value (before-and-after comparison) |
Annex 5: Cost splitting and modernization levy
Calculation basis:
- Total living area: Value in m²
- Your living space: Value in m²
- Residential units: Number W
| trade | Total costs including ancillary construction costs in € | Maintenance costs in € | Modernization costs in € | Modernization surcharge in €/m² |
|---|---|---|---|---|
| 1. Roof work | Amount | Amount | Amount | Amount |
| 2. Facade work | Amount | Amount | Amount | Amount |
| 3. Heating | Amount | Amount | Amount | Amount |
| 4. Electrical system | Amount | Amount | Amount | Amount |
| 5. Lines/Sanitary facilities | Amount | Amount | Amount | Amount |
| 6. Sanitary ware | Amount | Amount | Amount | Amount |
| 7. Drywall and tiles | Amount | Amount | Amount | Amount |
| 8. Hallways and stairwell | Amount | Amount | Amount | Amount |
| 9th elevator | Amount | Amount | Amount | Amount |
| 10. Balconies | Amount | Amount | Amount | Amount |
| 11. Ventilation | Amount | Amount | Amount | Amount |
| 12. Fire protection measures | Amount | Amount | Amount | Amount |
| 13. Window work | Amount | Amount | Amount | Amount |
| 14. Cellar | Amount | Amount | Amount | Amount |
| sum | Amount | Amount | Amount | Amount |
To keep your rent burden as low as possible, we will limit the modernization surcharge to a maximum of €2.00/m² of living space within six years, based on the applicable cooperation agreement between the Berlin Senate and the state-owned housing companies. Since the aforementioned modernization surcharge is higher than €2.00/m², it will be capped. The modernization surcharge as stated on page 2 of this letter, point 3, applies: This amount will be calculated monthly for your apartment.
Annex 6: Legal information regarding the upcoming modernization
Pursuant to Sections 555a, 555b, and 555d Paragraph 1 of the German Civil Code (BGB), you are obligated to tolerate maintenance and modernization measures. We therefore request that you declare your acceptance of the announced measures (Appendix 1) and provide your consent to the transfer of personal data (Appendix 2).
Please feel free to use the contact methods described above.
As you have gathered from our previous explanations, some of the measures implemented qualify as modernization, as they improve the rental property and save on heating energy and water – in accordance with Section 555b, Nos. 1 to 7 of the German Civil Code (BGB). Pursuant to Sections 559 et seq. of the German Civil Code (BGB) and the regulations in the Berlin Housing Supply Act (WoVG Bln) or the applicable cooperation agreement between the Berlin Senate and the municipal housing companies, we are entitled to distribute the resulting modernization costs among the individual apartments in a reasonable proportion.
According to legal regulations, we can increase the annual rent by 8% of the incurred costs, § 559 para. 1 of the German Civil Code (BGB). To keep your rent burden as low as possible, we will limit the modernization surcharge to a maximum of €2.00/m² of living space within six years, based on the applicable cooperation agreement between the Berlin Senate and the state-owned housing companies. The exact calculation basis and the resulting rent increase will be taken into account at the time of billing.
Since this is an energy-efficient renovation, we would like to politely point out that the legislator has excluded the right to a rent reduction for a period of three months with § 536 (para. 1a) BGB.