Document Meter Readings: Tenants in Germany

As a tenant in Germany you should document meter readings regularly and carefully because they form the basis for heating and service charge statements. Photos clearly showing the meter number, date and time create reliable evidence in case of later discrepancies. This guide explains step by step how to proceed during move-in and move-out or for interim readings, which details are important and how to store photos legally and send them to the landlord. We also show which legal foundations apply and how to react if the landlord refuses documentation or corrections are needed. The advice is practical and geared to the German legal situation.

Why document meter readings?

Meter readings often determine additional payments or refunds for heating and service charges. Photographic documentation reduces disputes because it proves time, meter reading and meter number. Keep original files and, if necessary, a copy in a cloud with a timestamp.

How to securely document meter readings with photos

Preparation and clarity are crucial. Follow this checklist before taking photos:

• Photo of the meter (evidence): A clear image showing the meter number and reading.
• Date and time (time): Capture with a visible date stamp or a photo next to a calendar.
• Create a record (form): Add a short note with location, purpose and any witnesses.
• Document contact (contact): Note the name of the landlord or caretaker who received it.

Practical photo tips

Ensure sufficient lighting, sharpness and a contrasty view of the digits. If possible, take the meter twice from slightly different angles. Use single clear shots rather than burst mode for evidence.

How and when to send meter readings

Send meter readings in writing by email or registered mail so there is proof of delivery. State briefly which meter, which reading and the date recorded. A simple sample letter can simplify later communication.

• Wording (form): "I hereby submit the meter reading from [date] for meter number [number]: [reading]."
• Attach photos (evidence): Include the uncompressed original images.
• Set a deadline (deadline): Request confirmation within a reasonable period (e.g., 14 days).

When the landlord does not cooperate

If the landlord refuses documentation or ignores your notification, you should know the legal basics. Tenancy law in the BGB regulates landlord and tenant duties, including service charge statements and access to accounting documents^[1]. The Heating Costs Ordinance specifies obligations for consumption measurement in heating and hot water costs^[2]. If a formal step becomes necessary, the local court (Amtsgericht) handles tenancy disputes^[3].

Forms and practical templates

Important official applications and notes that may be relevant in disputes:

• Application for legal aid (process cost assistance): Useful if you need financial support for court proceedings.
• Filing a civil complaint at the local court: Used when out-of-court steps do not resolve the issue.

Frequently Asked Questions

What must be visible on a meter photo?

The photo should show the meter number, current meter reading and a date or a calendar placed opposite.

Can the landlord demand unedited photos?

Yes, unedited originals are more suitable as evidence; edits can reduce probative value.

What if the landlord misses deadlines?

Set a written deadline for confirmation or reading and document your steps; seek legal help if necessary.

How-To

1. Record reading (evidence): Note meter reading, date and time.
2. Take photo (time): Photograph meter number and reading with visible date.
3. Create record (form): Prepare a short transmission letter.
4. Document transmission (contact): Send by email and keep proof of dispatch.
5. Respond to disputes (repair): Request correction or verification by inspection.
6. Consider court action (court): If refusal continues, consider proceedings at the local court.

Help and Support / Resources

• BGB §§ 535 ff. (Obligations under the tenancy agreement) — gesetze-im-internet.de
• Heating Costs Ordinance (HeizKV) — gesetze-im-internet.de
• Information on courts (local court) — justiz.de

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a — gesetze-im-internet.de
2. [2] Heating Costs Ordinance (HeizKV) — gesetze-im-internet.de
3. [3] Justice portal (local courts) — justiz.de