View Digital Receipts: Tenant Guide Germany

Many tenants in Germany receive service-charge statements and reimbursement receipts electronically. This guide explains in simple steps how to review digital receipts, which obligations landlords have and when you can claim a reimbursement. I show how to collect documents systematically, watch deadlines and respond formally — including notes on relevant legislation and court options. If receipts are missing or unclear, you will learn which inquiries are permitted, which correspondence to document and when legal action makes sense. You will also find sample wording for inquiries and information on official contact points. At the end there is a short step-by-step guide and FAQs.

What does "view digital receipts" mean?

"View digital receipts" means landlords must make documents such as invoices, receipts or consumption data available electronically so tenants can verify statements. In many cases this creates inspection rights and allows queries about specific items in the service-charge statement; legally relevant rules are found in the Civil Code (BGB).^[1]

Which documents are relevant?

• Service-charge statement and the landlord's overall accounting.
• Individual receipts: invoices, delivery notes, receipts and proof of payment.
• Heating and consumption data as well as statements under the Heating Cost Ordinance.^[3]
• Correspondence, e-mails and forms related to reimbursement or claims.

Check for completeness and plausibility

• Compare totals in the statement with individual invoices.
• Check whether billing periods and payment deadlines are stated correctly.
• Watch for implausible items such as duplicate fees or unauthorized services.

How to respond if receipts are missing or unclear?

1) Request the missing digital receipts from the landlord in writing and specify exactly which invoices or items you need. 2) Set a reasonable deadline (e.g. 14 days) and document your request by e-mail or registered mail. 3) If receipts cannot be clarified, a qualified rent reduction or claim for repayment may be possible; relevant rules on operating costs are in the Operating Costs Ordinance.^[2] If the matter goes to court, local courts and higher instances are competent.^[4]

FAQ

Who bears the burden of proof when receipts are missing?

In principle, the landlord must make the statement understandable and verifiable; if receipts are missing, this can be construed against the landlord, but the exact burden of proof depends on the individual case.^[1]

Can I reduce service charges if receipts are missing?

You can consider a reduction or withholding, but you should first ask in writing and set deadlines; if unsure, seek legal advice.

What deadlines apply for objections to the statement?

There is no uniform nationwide objection deadline in the BGB, but common practice is three to twelve months; act promptly and document your steps.^[1]

How-To

1. Collect all digital receipts and save copies with date and a short description.
2. Check deadlines in the statement and set a written deadline (e.g. 14 days).
3. Draft a precise request to the landlord naming the missing items.
4. If no agreement is reached, prepare documents for a claim and contact the competent local court.^[4]

Help and Support

• Civil Code (BGB) — Full text
• Operating Costs Ordinance (BetrKV) — Full text
• Courts in Germany — Information and jurisdictions

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1. [1] Civil Code (BGB)
2. [2] Operating Costs Ordinance (BetrKV)
3. [3] Heating Cost Ordinance (HeizKV)
4. [4] Justice Portal: Courts in Germany