Document Meter Readings: Tenants in Germany 2025

As a tenant in Germany, carefully recording meter readings during move-in, move-out or inspections is important because it affects service charges, heating costs and possible subsequent claims. Many mistakes come from missing photos, imprecise date entries or lack of landlord confirmation. This guide explains in practical terms which measurements you should note, how to securely document evidence and which deadlines under tenancy law apply. You will also find a checklist and templates for notifications to the landlord and references to relevant laws and authorities in Germany. After reading, you will know how to avoid disputes and better protect your rights vis-à-vis landlords. The checklist at the end helps prepare handovers.

Why meter readings matter

Meter readings form the basis for service charge statements, allocation of heating costs and possible additional payments. Unclear or missing documentation makes verification difficult and can lead to unnecessary claims. Clear, dated documentation protects both tenants and landlords.

What to record

• Record the date and time of the reading precisely.
• Note the meter number and exact location (e.g. cellar, apartment no.).
• Enter the reading value clearly (kWh, m³ etc.) and specify the unit.
• Take a photo of the meter including the display and surroundings (at least 2 images).
• Record how you informed the landlord (email, letter, handover protocol).
• Keep all receipts related to payments or queries.

Common mistakes and how to avoid them

• No exact date or time – the reading time cannot be verified.
• No photos or blurry images that do not show the meter reading.
• Notification to the landlord not documented (no proof of sending or receipt).
• Important information such as meter number or unit is missing.

Forms and legal notes

The most important legal bases are in the Bürgerliches Gesetzbuch (BGB) concerning contractual obligations and in specific regulations such as the Heating Costs Ordinance. For questions on service charge statements or jurisdiction in disputes, the local court (Amtsgericht) is the first instance for tenancy cases. Use official templates, for example reading protocols or notices to landlords, to avoid formal mistakes.^[1][2][3]

How-To

1. Read the meters and immediately record date and time.
2. Take at least two clear photos of the meter and the display.
3. Note meter number, unit and reading in a protocol.
4. Notify the landlord in writing and secure a proof of sending or receipt.
5. If in doubt, involve a witness or request written confirmation.
6. Keep all originals, photos and messages for at least two years.

FAQ

What can I do if the landlord claims different meter readings?

Gather your photos, the reading protocol and proof of sending; request the landlord to clarify and consider legal action at the local court.

Do I have to document meter readings when moving in?

Yes. It is customary to have a reading protocol at move-in so later bills remain verifiable.

How long should I keep reading records?

Keep protocols and receipts for at least two years, and longer in disputed cases.

Help and Support

• Gesetze im Internet – Bürgerliches Gesetzbuch (BGB)
• Gesetze im Internet – Heating Costs Ordinance (HeizKV)
• Federal Court of Justice (BGH) – information and rulings

1. [1] Gesetze im Internet — Bürgerliches Gesetzbuch (BGB)
2. [2] Gesetze im Internet — Heizkostenverordnung (HeizKV)
3. [3] Bundesgerichtshof — Informations and decisions