Hire Service Charge Audit for Tenants in Germany

As a tenant in Germany it is important to know how to hire a service charge audit if your property manager or landlord cannot explain the statement plausibly. This guide explains step by step which forms and deadlines apply, which legal bases (e.g. BGB §§ 535–580a, BetrKV)^[1] are relevant and how to secure documents. You will receive practical advice on communicating with the landlord, when repairs or rent reductions make sense and how to organise an audit by a qualified expert. In the end you will know which documents you need, what a sample letter looks like and whether a trip to the local court may become necessary. We also show how to save costs and which bodies in Germany offer free advice. Read on for specific forms and a practical example.

What is a service charge audit?

A service charge audit means checking statements, receipts and allocation keys to verify whether the stated service charges are correct. An audit can reveal formal errors, incorrect allocation keys or missing receipts.

When is an audit worthwhile?

• When there are high additional charges or suspicious cost items in the statement.
• If receipts are missing or entries are contradictory.
• If deadlines for statements or objections are affected.
• If the landlord does not respond to contact attempts or refuses inspection.

Practical steps before commissioning

Systematically collect all relevant documents and check for formal errors. Documentation increases the chances of success.

• Collect receipts: statements, proof of payment, contracts and meter readings.
• Take photos and notes, especially of meter readings or defects.
• Check deadlines: observe objection periods and accounting periods.
• Prepare a sample letter or official forms to request inspection or correction.

If you want to commission the audit, always obtain a written offer and clarify cost coverage. In some cases a dispute leads to a decision before the competent local court.^[2] Sample letters from the Federal Ministry of Justice can help to proceed correctly.^[3]

FAQ

Who can request a service charge audit?

Any tenant of the relevant flat can request an audit; the landlord must present the receipts.

How long does an audit take?

The duration depends on scope and availability of receipts; expect weeks to several months.

Which forms do I need?

There is no legally prescribed form, but sample letters and guidance from the Federal Ministry of Justice are practical and recommended.^[3]

How-To

1. Collect documents: statements, tenancy agreement, proof of payment and meter readings.
2. Send a sample letter and request inspection of the receipts from the landlord in writing. ^[3]
3. Commission an expert and obtain a cost estimate.
4. If necessary, file a claim or application at the competent local court. ^[2]

Help and Support / Resources

• Federal Ministry of Justice — Forms and sample letters
• Gesetze im Internet — Legal texts (BGB, BetrKV)
• Federal Court of Justice — Decisions and guidance

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