Checklist Meter Readings for Tenants in Germany
When moving in or out, accurate meter readings for electricity, gas and water are important. This guide helps tenants in Germany to systematically document meter readings, secure evidence and meet deadlines. You will learn which photos and notes are persuasive, how to date meter receipts and hand them to the landlord, and what matters when handing over the apartment report. The checklist also explains how to spot billing errors, which official forms or proofs are useful and how to proceed in disputes over utility costs or refunds. The goal is to avoid conflicts and to clearly demonstrate your rights as a tenant. Practical templates and advice on when a registered mail drop is useful are included, as well as links to official forms and courts so you can safely present evidence to the local court if necessary.
Why meter readings matter
Meter readings are often the basis for utility billing and for electricity, gas and water settlement when moving in and out. Well-documented meter readings reduce the risk of incorrect bills and make it easier to review claims or refunds.
- Prevents incorrect cost allocations and subsequent charges.
- Provides clear evidence in disagreements about consumption.
- Protects against unjustified claims at move-in/move-out.
In many cases, dated photos of meters are decisive evidence.
Checklist: document meter readings
- Record the meter number and the full meter reading including decimal places.
- Clearly note the date and time of the reading or make it visible on the photo.
- Photograph the meter in high resolution so digits and serial number are legible.
- Enter the reading in the handover protocol and have it signed by the landlord.
- Send a copy by e-mail or registered mail drop to the landlord and keep a receipt.
- Archive photos, protocols and e-mails until the final utility bill is settled.
Detailed documentation increases your chances in disputes.
What to do about billing errors
Carefully check the utility bill: compare billed consumption with your documented meter readings. If unclear, request a written explanation from the landlord. Legal bases for landlord and tenant duties can be found in the relevant tenancy law provisions[1] and the regulations on heating and operating cost billing[2][3].
- Observe deadlines: respond promptly to the bill and raise objections or inquiries within reasonable timeframes.
- Contact the landlord in writing and request receipts for the billed items.
- Send important statements by time-stamped e-mail or registered mail drop to have proof of delivery.
- If no agreement is reached, resolution can be sought at the competent local court (Amtsgericht)[4].
Respond in writing and within deadlines to avoid losing rights.
FAQ
- Who must read the meters?
- Often meter reading is agreed between tenant and landlord; at move-in and move-out it is advisable that the tenant documents the reading and creates a handover protocol.
- Which proofs help in disputes about consumption?
- Photos with date/time, signed handover protocols, e-mail correspondence and registered mail drops are particularly helpful.
- What if the utility bill contains errors?
- Request receipts, check the items and contact the landlord in writing; judicial clarification is possible if no agreement is found.
How-To
- Photograph all relevant meters so that digits and serial numbers are clearly legible.
- Note the date and time on the photo or on a handwritten note and scan it.
- Create a short handover protocol at move-in/move-out and have it signed by both parties.
- Send a copy to the landlord by e-mail and keep proof of sending.
- Archive all documents digitally and on paper until the utility bill is finally reviewed.
Key takeaways
- A dated photo of the meter is often decisive evidence in disputes.
- A signed handover protocol protects against later claims.
- Keep documents until the billing process is finally completed.
Help and Support / Resources
- BGB: Tenancy law provisions (gesetze-im-internet.de)
- Heating Costs Ordinance (HeizKV) — gesetze-im-internet.de
- Operating Costs Ordinance (BetrKV) — gesetze-im-internet.de
