Cost Allocation 2025: Tenants' Documents in Germany

As a tenant in Germany, it is important to know which records and deadlines are relevant for cost allocation in 2025. This article clearly explains which documents you should collect, which legal deadlines apply and how to contest an incorrect service charge statement. We name the relevant legal bases and show concrete steps: from the formal objection to filing a lawsuit at the competent local court. The advice is aimed at tenants without legal expertise and contains practical examples so you can meet deadlines and enforce your rights effectively.

Which documents do I need?

Before reviewing a service charge statement, you should have all relevant documents ready. This helps to spot errors quickly and request receipts.

• Service charge statement for the billing period
• Original invoices and receipts from the landlord
• Payment proofs such as transfers or receipts
• Correspondence with the landlord, including e-mails and handover records

Important deadlines

Clear deadlines apply in Germany for reviewing and contesting service charge statements. Review the statement immediately after receipt.

• Tenant review period: check documents within 12 months
• Contest: raise a formal objection early and with reasons
• Lawsuit deadline: if unresolved, file at the local court

Legal basis in brief

Essential rules are in the German Civil Code (BGB) for tenancy and in the Operating Costs Regulation (BetrKV) for cost allocation. In disputes, the local court decides; higher instances include the regional court and the Federal Court of Justice.^[1][2][3]

How to contest a service charge statement

Practical procedure in five steps:

• Step 1: Check the figures and request missing receipts in writing.
• Step 2: Write a formal objection with specific points and a deadline.
• Step 3: If the landlord does not respond, keep payment proofs and consider legal action.
• Step 4: If needed, file a lawsuit at the local court and attach copies of all receipts.
• Step 5: Use possibilities for evidence collection and respect objection deadlines.

Forms and templates (official guidance)

Relevant official forms include lawsuit forms for civil procedures at the local court. Use templates only as guidance and attach all receipts.

FAQ

How long do I have to check the service charge statement?

As a tenant, you should check the statement immediately; in practice, deadlines of up to 12 months after notification apply.

Which receipts can I inspect?

You may demand inspection of original receipts for the billed items to verify the statement.

How much does a lawsuit cost against the statement?

Costs depend on the amount in dispute; consult the local court for fees and possible legal aid.

How-To

1. Gather receipts: compile all invoices, payment proofs and prior correspondence.
2. Draft objection: write a short, factual objection and request specific receipts.
3. Set a deadline: give a reasonable deadline for supplying receipts (e.g. 14 days).
4. If necessary, sue: file a claim at the local court and attach copies of all receipts.

Help and Support / Resources

• Federal Ministry of Justice and Consumer Protection
• Gesetze im Internet: German Civil Code (BGB)
• Federal Court of Justice (BGH)

1. [1] Bürgerliches Gesetzbuch (BGB) - gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) - gesetze-im-internet.de
3. [3] Bundesgerichtshof (BGH) - bundesgerichtshof.de