Interim Read & Photo Check for Tenants in Germany

As a tenant in Germany, you should prepare interim meter reads and a photo check systematically so meter readings, damages and handover points are clearly provable later. Structured documentation protects against misunderstandings in utility bills, renovation disputes or deposit claims. This article provides a simple step-by-step guide, notes on relevant laws and courts, and examples of forms and proper placement of photos and notes. Use the checklist before your appointment, inform the landlord in time about reading or entry appointments and keep copies securely. This reduces the risk of disputes and improves your evidentiary position.

Preparing an interim meter read

Before reading, gather all relevant information: rental contract, previous statements, prior handover records and meter numbers. Set a clear protocol format and decide which rooms and meters must be documented. When you take photos, note the date, time and location of the meter or damage.

• Photograph meter readings and record them in the protocol (meter number visible).
• Prepare a handover protocol or supplement an existing one.
• Photographically document open defects and briefly describe them.
• Coordinate appointment with landlord or property management and meet deadlines.

Important forms and templates

For termination or formal letters many tenants use sample forms, such as a termination letter or a standardized handover protocol. Even though there is no mandatory official handover protocol, authorities and courts recommend attaching written documents with photos as evidence. In legal proceedings, the BGB governs rental contracts and the ZPO governs court procedures.^[1][2]

• Termination letter (sample): use when ending the rental; always send by registered mail or authorized delivery.^[4]
• Handover protocol: record condition, meter readings, number of keys and minor points in writing.
• In disputes: prepare documents for the local court; the Amtsgericht is the first instance for most rental disputes.^[3]

How to take photos effectively

Photos are only helpful if they are unambiguous. Ensure good lighting, readable meter displays and supplement each image with a short entry in the protocol (location, date, time, reason). Store images in a structured folder hierarchy and, if necessary, create a PDF with captions.

1. Take a wide-angle photo of the room to show context.
2. Photograph the meter up close with visible meter number and reading.
3. For damages: close-up and overview plus a brief text description in the protocol.

What to do if you disagree with the landlord

First try to talk and send a written summary with photos and protocol. If no agreement is possible, you can contact tenant support services or seek clarification at the local court. Always observe procedural deadlines under the ZPO and document all communication attempts.

FAQ

When is an interim read useful?

If the landlord changes billing periods, there are unclear meter readings, or before major repairs, an interim read is advisable.

Are photos alone sufficient as evidence?

Photos are useful but should always be combined with date, location and a written protocol to be reliable in court.

Who decides in a dispute?

If disputes remain, the competent local court decides; higher instances may involve the regional court and the Federal Court of Justice.

How-To

1. Coordinate the appointment with the landlord and confirm the deadline.
2. Systematically photograph and note meter readings and defects on site.
3. Complete the handover protocol, have both parties sign, and make copies.
4. If disagreements arise, keep evidence and seek legal advice if necessary.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) – Rental law
• Zivilprozessordnung (ZPO) – Court procedures
• Federal Court of Justice (BGH) – Case law

1. [1] Bürgerliches Gesetzbuch (BGB)
2. [2] Zivilprozessordnung (ZPO)
3. [3] Information on local courts (Amtsgerichte)
4. [4] Sample termination letters and forms (Federal Ministry)