Check Digital Evidence for Tenants in Germany

View and verify digital evidence

Many tenants in Germany now receive operating cost and service charge statements digitally. First check whether all receipts are complete and readable, whether amounts are traceable and whether billing periods are clearly stated. Make sure to save and secure invoices, contracts and payment confirmations. When referring to legal bases, consider the relevant tenancy law provisions in the BGB (§§ 535–580a).^[1]

What tenants should specifically look for

When reviewing digital records, a structured checklist helps: are individual cost types listed separately, are allocation keys transparent and do meter readings or reading protocols match? Examine heating and operating cost rules carefully, as special regulations apply.^[2]

• Documentation: Secure photos, PDF files and emails as evidence.
• Traceability: Check whether amounts are clearly calculated and understandable.
• Repair costs: Watch for operating cost items that are actually landlord responsibilities.
• Deadlines: Note receipt dates and deadlines for objections or payments.

How tenants should correctly raise objections

If you find discrepancies, write a clear objection to the landlord: date, specific items, reasoning and requested correction. Always use verifiable wording and attach copies of the affected digital receipts. Send letters, if possible, in a way that can be proven (e.g., by registered mail) and document dispatch and receipt.

• Form & correspondence: Use a short, factual objection letter and attach relevant files.
• Contact: Request an acknowledgment of receipt from the landlord.
• Evidence: Number the receipts and refer to them precisely in the letter.

Practical steps for missing or unreadable receipts

If receipts are missing or incomplete, request them specifically and set a reasonable deadline for submission. If digital files are corrupted, ask for replacement copies in PDF or printed form. In your request, state that you will consider legal steps, such as involving the local court, if no response is received.^[3]

Step-by-step guide

1. Secure documentation: Download all digital receipts and create an organized copy.
2. Draft objection: Write a precise letter with date, items and reasons.
3. Set a deadline: Give the landlord, for example, 14 days to submit or correct documents.
4. Keep proof: Send the objection in a provable manner and document acknowledgments.
5. Consider court action: Learn about filing at the local court and legal aid options.

FAQ

How long do I have to object to digital receipts?

Object to discrepancies as soon as possible. Statutory limitation periods under the BGB apply to claims; many billing questions should be resolved within a few weeks.

Which laws apply to service charges and digital receipts?

Key rules are the German Civil Code (BGB) (§§ 535–580a) and specific regulations such as the Operating Costs Ordinance (BetrKV) and the Heating Costs Ordinance.

Who is responsible if I cannot agree with the landlord?

If claims are unsupported or accounts are disputed, the local court (Amtsgericht) is the first instance for tenancy disputes; higher appeals go to regional courts and the Federal Court of Justice.

Help and Support / Resources

• [1] Gesetze im Internet — Bürgerliches Gesetzbuch (BGB)
• [2] Gesetze im Internet — Betriebskostenverordnung (BetrKV)
• [3] Justizportal — Formulare und Gerichte

1. [1] Gesetze im Internet — Bürgerliches Gesetzbuch (BGB)
2. [2] Gesetze im Internet — Betriebskostenverordnung (BetrKV)
3. [3] Justizportal — Formulare und Gerichte