Assess Caretaker Fees 2025 - Tenants in Germany

As a tenant in Germany, you may wonder which caretaker fees are permissible in the service charge statement and how to check unclear items. This article explains step by step which types of costs typically fall under caretaker services, which legal bases (e.g. BetrKV^[2], BGB^[1]) are relevant and which evidence landlords must provide. You will learn practical checking methods, how to request receipts, spot errors and calculate whether a supplementary charge is justified. I also explain when to involve the local court and which official forms or templates are available. The goal is for you to handle statements more confidently and avoid unnecessary payments.

What are caretaker fees?

Caretaker fees are part of the service charges if agreed in the rental contract. They include services such as building cleaning, caretaker services, garden maintenance, winter services and minor maintenance work. Whether an item is billable depends on the Operating Costs Regulation and the contractual agreement between tenant and landlord. Additional rules apply for heating or hot water costs under the Heating Costs Ordinance.^[3]

Typical items

• Cleaning of stairways and entrance areas
• Garden and green area maintenance
• Winter service (gritting, snow removal)
• Minor repairs and maintenance work
• Inspection rounds, caretaker flat rates or working hours

How to check the statement?

First check what the rental contract states (billable costs, flat rates, billing period). Then request a detailed breakdown of the caretaker costs and the underlying receipts from the landlord.

• Check the billing period and allocation keys (living area, persons).
• Request receipts and invoices that prove the caretaker services.
• Compare flat rates with actual hour records or service provider invoices.
• Calculate your share and check for calculation or carry-over errors.
• Set a deadline for submitting missing documents.

If the landlord refuses receipts or evidence is missing, you can file a written objection and withhold payment proportionately until clarification. Respond to formal reminders and document all contacts by email or registered mail.

FAQ

What counts as billable caretaker costs?

Billable are recurring tasks like cleaning, garden maintenance, winter service and inspection rounds, if provided for in the lease or the BetrKV.

Can I demand to see invoices?

Yes. As a tenant you can demand to see the proofs that substantiate the charged costs; request copies or a detailed breakdown.

What if the statement contains errors?

File a formal objection, request corrected statements and set a reasonable deadline. Document your calculations.

When is going to the local court sensible?

If the landlord refuses to provide evidence despite requests or the discrepancy is significant, clarification before the local court may be appropriate.

How-To

1. Check your rental contract and mark clauses on operating costs.
2. Request a full breakdown of caretaker costs including invoices in writing.
3. Compare invoices with charged amounts and calculate your share.
4. File an objection with a deadline (e.g. 14 days) if there are discrepancies.
5. If unresolved, notify the local court and consider legal advice.

Key Takeaways

• Always request receipts and check them carefully.
• Set deadlines in writing and document every step.
• Use the local court to resolve persistent disputes.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) – rights and duties in tenancy
• Operating Costs Regulation (BetrKV) – rules on billable costs
• Heating Costs Ordinance (HeizKV) – billing of heating costs

1. [1] Bürgerliches Gesetzbuch (BGB) – gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) – gesetze-im-internet.de
3. [3] Heizkostenverordnung (HeizKV) – gesetze-im-internet.de