Allocation Keys: Tenant Rights in Germany

As a tenant in Germany you often need to understand how landlords set and bill allocation keys for operating costs. An allocation key determines how costs such as heating, water or caretaker services are distributed among apartments. This text simply explains which keys are common, which legal rules must be observed (BGB^[1] and BetrKV^[2]), which deadlines apply and which forms or receipts you can request. You will receive practical steps to check your operating cost statement, tips for documenting receipts and advice on how to respond lawfully if there are uncertainties or errors. The aim is to present tenant rights in Germany in an understandable, action-oriented way. At the end you will find guidance on responsible authorities and official forms.

What is an allocation key?

An allocation key determines which criterion is used to distribute the total costs of a building among individual tenants. Common criteria are living area, number of persons or consumption. The rental contract can specify the key; if nothing is stated, the distribution must be understandable and appropriate.

Common allocation keys

• By living area (rent): Share per square metre.
• By number of persons (rent): Distributed according to residents.
• By consumption (document): Meter readings or separate meters are used as a basis.

Which legal rules apply?

The BGB and the Operating Costs Regulation are decisive; heating costs are often governed by special rules from the Heating Costs Ordinance. Check whether the applied key complies with the rental contract and the BetrKV.

What tenants should check on the operating cost statement

• Check total costs (rent): Do totals and itemised positions match the receipts?
• Request receipts (document): Request original receipts or copies for verification.
• Observe deadlines (deadline): Objections and claims must be made within the deadline.
• Check the contract (form): Does the rental contract contain rules on the allocation key?

If something is missing: First steps for tenants

If the statement seems unclear or incorrect, document the issues in writing, request receipts and set a deadline for correction. Mention specific items and give a short deadline. In prolonged disputes you can contact the competent local court (Amtsgericht)^[3] or use available standard forms^[4].

FAQ

Who determines the allocation key?

The rental contract often determines the allocation key; if there is no rule, the distribution must be appropriate and comprehensible.

Can I request receipts for the statement?

Yes. As a tenant you have the right to inspect and can request receipts or accounting documents to verify accuracy.

What if the landlord does not respond?

You should ask in writing, set deadlines and, if necessary, consider legal steps or contact the local court.

How-To

1. Request receipts (form): Ask for original receipts or copies within a written deadline.
2. Check items (document): Compare individual items with the contract and previous years.
3. Set a deadline (deadline): Give the landlord a clear deadline to respond.
4. If escalated, sue (court): File a claim at the local court if disputes continue.

Help and Support / Resources

• [1] German Civil Code (BGB) — gesetze-im-internet.de
• [2] Operating Costs Regulation (BetrKV) — gesetze-im-internet.de
• [3] Court information — justiz.de

1. [1] Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
3. [3] Informationen zu Gerichten — justiz.de
4. [4] Musterformulare und Vordrucke — formulare-bund.de