Digital Receipt Inspection for Tenants in Germany

Many tenants in Germany receive utility cost refunds or additional charges and wonder how digital receipt inspection works and what rights they have. This text explains in plain language which legal bases apply, how to request receipts digitally, which deadlines to observe and which documents you should secure. The guidance is practical: we show concrete steps, name official forms and explain when going to the local court makes sense. The aim is to provide tenants with clear orientation so they can reliably check their claims in statements and—if necessary—enforce them.

What does digital receipt inspection mean?

Digital receipt inspection means that landlords provide utility cost receipts electronically or send them by email. This does not necessarily replace inspection of paper documents, but often makes it easier to quickly reconcile payments, invoices and billing periods. In principle, the right to review the statement remains; the landlord must be able to present comprehensible receipts^[1].

Legal basis

The most important legal rules are found in the German Civil Code (BGB) regarding landlord and tenant obligations and in the Operating Costs Ordinance (BetrKV) regarding billable costs. In disputes, the local court (Amtsgericht) often decides in the first instance; higher decisions can be made by the Regional Court (Landgericht) or the Federal Court of Justice (BGH)^[1][2].

Which documents should tenants collect?

• Copy of the digital bill and all related invoices or PDFs.
• Bank receipts or proof of payments for advance payments and refunds.
• Correspondence with the landlord by email or letter.
• Photos or screenshots of meter readings, if relevant.

How to request digital receipts?

Write a short, factual request by email or registered letter and specify which billing periods and receipts you need. Set a deadline of e.g. 14 days for sending the digital files. If the landlord does not respond, you can reject the bill, consider a reduction and, if necessary, initiate legal steps^[3].

Which official forms and templates are relevant?

For tenants, the following official documents and templates are important:

• Lawsuit form / complaint (civil procedure) at the local court – if the billing is not inspectable or utility costs are disputed, use the complaint form under the ZPO, which is available at your competent Amtsgericht. Example: You gave a 14-day deadline, the landlord delivers no receipts, you file a lawsuit.
• Reminder or request for receipt inspection as a written document – request receipts by email or registered letter and set a concrete deadline (e.g. 14 days). Example: You request invoices for heating costs 2023 and set a deadline.
• Application for legal aid or procedural cost assistance – if the costs of litigation are a problem, check legal aid or procedural cost assistance via local courts or the justice portal.

Practical steps before court

1. Set a deadline: Draft a written demand for inspection with a clear deadline (e.g. 14 days).
2. Document: Collect all digital and physical receipts as PDFs or prints.
3. File a lawsuit: Submit a complaint to the competent local court if the landlord provides no explanation.
4. Use help: Find out about legal advice or procedural cost assistance if needed.

FAQ

Can my landlord provide receipts only digitally?

Yes, digital provision is generally possible, but receipts must be complete, legible and comprehensible; you may request inspection of original documents if necessary^[1].

How long do I have to review the statement?

Generally the objection and limitation periods under the BGB apply; it is advisable to review promptly after receipt and to inquire within a few weeks if there are uncertainties.

Where can I turn if the landlord does not respond?

Primarily to the competent local court for civil clarification; you can also seek legal advice, tenant associations or the justice portals for forms^[3].

How-To

1. Step 1: Send a formal email or letter with a deadline for digital submission of all relevant receipts.
2. Step 2: Save incoming digital files as PDFs and create a review and payment overview.
3. Step 3: Wait for the deadline; send a reminder if there is no reply.
4. Step 4: If there is no response, file a lawsuit at the local court and apply for legal aid if necessary.

Key Takeaways

• Digital receipt inspection is convenient but requires transparent and verifiable documentation.
• Collect and organize all digital receipts immediately after receipt.
• Set concrete deadlines and seek legal advice if the landlord does not comply.

Help and Support / Resources

• BGB: German Civil Code (official)
• BetrKV: Operating Costs Ordinance (official)
• Federal Court of Justice (BGH) – official site

1. [1] Gesetze im Internet – Bürgerliches Gesetzbuch (BGB) §§ 535–580a
2. [2] Gesetze im Internet – Betriebskostenverordnung (BetrKV)
3. [3] Bundesgerichtshof – official website