Caretaker and Maintenance Costs for Tenants in Germany 2025
As a tenant in Germany, it is important to know which caretaker and maintenance costs may be charged to you and which costs the landlord may include on the service charge statement. In this article I explain in plain language how typical items such as caretaker services, garden maintenance, minor repairs and routine servicing are billed, which legal bases (e.g. the Operating Costs Regulation, BGB) apply and how you can respond if a bill appears unclear or incorrect. I show concrete steps for checking receipts, filing objections and when going to the local court is sensible. The aim is that you as a tenant can recognise and enforce your rights in Germany more confidently.
What are caretaker and maintenance costs?
Caretaker and maintenance costs are regularly recurring expenses for services that concern the ongoing operation of a building. These include, for example, stairwell cleaning, maintenance of outdoor areas, checks of technical systems and minor upkeep. Whether an item may be charged on the service charge statement is governed, in addition to the rental agreement, by the Operating Costs Regulation and the Civil Code.[1][2]
Which costs belong to caretaker duties?
- Caretaker services (maintenance) — supervision, minor repairs and routine tasks.
- Stairwell and window cleaning (maintenance) — regular cleaning of communal areas.
- Garden maintenance (maintenance) — mowing the lawn, shrub trimming and care of outdoor areas.
- Minor repairs up to the agreed limit (repair) — e.g. dripping faucets or defective lights.
How are the costs billed?
The billing usually takes place via the annual service charge statement. The landlord must itemise the costs and keep receipts that you can request. Check whether flat rates or actual costs are agreed and pay attention to allocation keys (persons, living space, consumption).
- Check the statement (payment) — Compare items with receipts and the rental contract.
- Request receipts (record) — Request access to invoices and contracts if something is unclear.
- Submit a written objection (form) — Object promptly to incorrect items.
What to do in case of an incorrect statement?
If you find discrepancies, document the errors and request receipts. Write a clear written objection with a deadline and reasoning. If no agreement is reached, consider the possibility of rent reduction or filing a lawsuit at the competent local court.[1]
- Collect documentation (record) — Compile invoices, photos and correspondence.
- Write an objection (form) — State date, disputed items and desired correction.
- Observe deadlines (deadline) — Respond within set deadlines or set your own deadline.
- Consider court action (court) — File a claim at the local court if necessary.
Frequently Asked Questions
- Which receipts can I demand from the landlord?
- You can demand invoices, contracts with service providers and booking records that substantiate the billed costs.
- Can caretaker costs be charged as a flat rate?
- Yes, if there is a clear agreement in the rental contract or an admissible flat rate; otherwise only actual costs are chargeable.
- What if the landlord does not provide receipts?
- You can challenge the statement and, if necessary, take legal action; a legal review is often advisable.
How-To
- Collect receipts (record) — Gather all relevant invoices, photos and correspondence.
- Contact the landlord in writing (form) — Request inspection and explain the objection with a deadline.
- Set and check a deadline (deadline) — Set a reasonable deadline for producing receipts and consider rent reduction.
- Consider filing at the local court (court) — File a claim if necessary or seek advice.
Help and Support
- Gesetze im Internet – BGB §§ 535–580a
- Gesetze im Internet – Betriebskostenverordnung (BetrKV)
- Bundesgerichtshof – Information and decisions
