Digital Receipt Review for Tenants in Germany

As a tenant in Germany, you should know how digital receipt review for service-charge statements works and how to dispute errors in a legally secure way. Many landlords provide invoices, meter readings or receipts digitally; this does not change your rights under the tenancy agreement and the BGB^[1]. In this article I explain step by step which receipts you may request, how to meet deadlines, which forms or template letters are suitable and which proofs are relevant in court. You will receive a practical documentation checklist, a template letter for objections and guidance on courts and local courts if an agreement is not possible. I also describe which documents (invoices, maintenance contracts, meter reading protocols) count as receipts and how to store digital files securely.

What is "digital receipt review"?

Digital receipt review means that your landlord makes receipts for service charges, invoices or meter readings available electronically, for example by e-mail, download link or online portal. This inspection does not replace the obligation to present comprehensible invoices; you may request inspection and demand information just as with paper receipts.

Which receipts may tenants inspect?

• Invoices and payment receipts from the landlord or property management.
• Meter reading protocols for heating, water or electricity.
• Contracts with service providers (e.g. maintenance, janitor).
• Overviews of accounting periods and deadlines.

Request missing invoices in writing and keep copies of all requests and responses.

How to dispute digital receipts? (brief)

If a receipt is missing, incomplete or amounts are unclear, you should object in writing within a reasonable deadline. Specify clearly which items you dispute, attach missing evidence and set a deadline for correction.

Step-by-step: Preparing an objection letter

• Collect all relevant digital files: PDF invoices, e-mails, meter reading protocols.
• Check deadlines: for example, accounting must generally be done within twelve months; check your own objection deadlines.
• Use a template letter, state the disputed items and request submission of receipts.
• Document sending (e-mail, date, registered mail receipt).
• If no agreement is possible, prepare documents for the local court.

Template letter: Objection to digital receipts (short)

Complete this template with your data, attach receipts or screenshots of the digital view and send it by e-mail with read confirmation or by registered mail.

• Sender, recipient, date, subject: "Objection to service-charge statement [year]".
• Specify concrete items: invoice date, amount, missing receipts.
• Set a deadline: e.g. two weeks to submit or correct.
• Contact details and a request for confirmation of receipt.

Practical proofs and storage

Save digital receipts unchanged (original PDF), create screenshots if necessary and maintain a clear folder structure. Make a simple list with date, sender and a short explanation for each file.

FAQ

What can I do if the landlord has only partially digitized the receipts?

Request full inspection in writing and give a reasonable deadline for submission. Point out your right to traceability of the statement.

Which deadline applies to the service-charge statement?

The statement must generally be issued within twelve months after the end of the accounting period; examine special circumstances separately.^[2]

Where can I turn if no agreement is possible?

For persistent disputes, the competent local court is the right contact; there you can have a lawsuit or payment order examined.^[4]

How-To

1. Collect all digital receipts and name files clearly.
2. Check the accounting deadline and set a deadline for submission of missing documents.
3. Draft the objection letter specifying the disputed items and request correction or receipts.
4. Send the letter by e-mail with read confirmation and additionally by registered mail if necessary.
5. If there is no response, prepare documents for the local court or seek legal advice.

Help and Support / Resources

• Gesetze im Internet: BGB (Mietrecht) - gesetze-im-internet.de
• Betriebskostenverordnung (BetrKV) - gesetze-im-internet.de
• Bundesgerichtshof (BGH) - bundesgerichtshof.de

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a — gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
3. [3] Heizkostenverordnung (HeizKV) — gesetze-im-internet.de
4. [4] Bundesgerichtshof (BGH) — bundesgerichtshof.de