Interim Reading & Photo Check for Tenants in Germany
As a tenant in Germany it is important to professionally document interim meter readings and the condition of rooms. This guide explains how to systematically take photos, record timestamps and meter readings, save receipts and build a clear archive structure. Well-documented interim readings protect against later billing disputes, support renegotiations over operating costs and make gathering evidence for court easier. The language is practical: examples, forms and tips on which authorities to contact help you plan the next steps. You do not need legal expertise or expensive equipment; a smartphone, clear photos and a simple protocol are usually sufficient. This guide also lists official forms and courts in case legal action becomes necessary. Keep all documents for at least two years, preferably longer, and note who had access.
Why interim readings matter
Interim readings help make consumption and costs traceable. They are often the first line of defense when operating costs or utility bills after moving in or during the tenancy are disputed. Legal foundations can be found in the Civil Code, which regulates tenant and landlord duties and rights[1]. If a landlord charges unjustly or records are missing, documentation and photos can serve as evidence and be used at the local court[2].
What to record
- Meter readings (electricity, gas, water) with date and time.
- Photos of meter displays in context (time visible on device or with accompanying photo).
- Photos of damages, mold, moisture or missing items.
- Correspondence, reading protocols and receipts as PDF or scan.
- Date, time and name of the person who read the meter.
Simple protocol: date, meter number, reading, short description, referenced photo filenames. Create a folder structure (e.g. "2025-03-meter-apartment2").
Tips for meaningful photos
- Take both a close-up of the digits and a context shot showing the surroundings.
- If possible, enable timestamps in the camera or immediately note date/time alongside the image.
- Keep a copy in cloud storage or email it to yourself so the file is not lost.
- For visible defects: mark the spot on a copy of the photo and add a brief description.
Forms and practical samples
For written notices, protocols or formal submissions use official forms or create simple template letters. Examples:
- Termination or formal notice templates for communications to the landlord (example templates and addresses can be found on justice portals). Justizportal
- Reading protocol as a simple table with date, meter number, reading and signature; useful at handovers and interim readings.
FAQ
- What is an interim reading and when should I perform it?
- An interim reading records meter readings between regular billing periods, for example at move-in or move-out or after repairs; perform it when unclear or to check consumption yourself.
- Which photos count as good evidence?
- Good evidence photos clearly show the meter display, ideally include a second shot of the surroundings and are time-stamped or recorded in the protocol.
- How long should I keep documents?
- Rule of thumb: at least two years, longer in disputed cases; in important cases archiving for five years can be sensible.
How-To
- Write down date and time and read the meter.
- Take a close-up of the meter display and a context shot.
- Save photos and create a short reading protocol (date, meter number, reading, signature).
- If needed, email the protocol to the landlord and keep the proof of sending.
- Archive all files in an organized folder (local + cloud) and make backups.
Help and Support / Resources
- Laws online – official legal texts, e.g. BGB and ZPO: gesetze-im-internet.de
- Federal Court – rulings and decisions: bundesgerichtshof.de
- Justice portal – forms and court information: justiz.de
