Allocation Keys: Tips for Tenants in Germany

As a tenant in Germany, it is important to understand how landlords distribute service charges using an allocation key. This article explains in plain language which mistakes commonly occur when choosing an allocation key, which rules apply under the BGB §§535–580a^[1] and the Operating Costs Ordinance^[2], and when you can use template letters. You will get practical steps to check your service charge statement, examples of wording to use with the landlord, and tips on how to secure receipts. The goal is that families and other tenants in Germany can act confidently, meet deadlines, and involve the local court if necessary. All tips are neutral and provide clear actions, without replacing legal advice.

What is an allocation key?

An allocation key determines how costs such as water, waste or caretaker services are distributed among tenants. Common models are based on living area, number of persons or consumption. Contractual provisions in the lease determine the permissible key; changes usually require consent or a clear contractual basis.

Common mistakes when choosing

• Using an allocation key without a basis in the lease.
• Charging costs twice or passing on incorrect items.
• Using outdated consumption values instead of current billing data.
• Not disclosing all receipts and invoices even when the tenant can request inspection.

Forms and template letters

Relevant forms and templates can be found at official sources. For terminations or formal letters there are templates at the Federal Ministry of Justice and on official legislation sites. Example: a short template to dispute an incorrect service charge statement includes date, specific objection, a deadline for correction, and a request for receipts. Send the letter by registered mail or another verifiable method.

Practical steps: Check and act

1. First, check your lease for the agreed allocation key.
2. Compare billing items with the actual invoices and receipts.
3. Request missing receipts in writing and set a reasonable deadline.
4. Use a template letter to formally object and demand correction.
5. If the landlord does not respond, consider filing a claim at the competent local court.^[3]

FAQ

Can the landlord change the allocation key unilaterally?

No. A unilateral change is only possible if the lease contains a corresponding clause or both parties agree.

What deadlines apply to service charge statements?

The statement must be presented to the tenant within twelve months after the end of the billing period, otherwise additional claims may lapse.

Where can I turn if the landlord does not cooperate?

In many cases the local court (Amtsgericht) has jurisdiction; beforehand tenant protection services and advice centers can help.

How-To

1. Read your lease and mark the section on the allocation key.
2. Make a list of all billed items and match them with receipts.
3. Draft a template letter with a deadline and request for receipts.
4. Send the objection by a verifiable method and keep proof.
5. If necessary, file a claim at the local court or seek legal advice.

Help and Support

• Federal Ministry of Justice (BMJ)
• Gesetze im Internet – BGB
• Federal Court of Justice (BGH)

1. [1] Gesetze im Internet – BGB §§535–580a
2. [2] Gesetze im Internet – Operating Costs Ordinance (BetrKV)
3. [3] Federal Ministry of Justice – information on courts