Tenants: View Digital Records in Germany 2025

Many tenants in Germany face the question in 2025 of how to view and check utility and service-charge statements and receipts digitally. This guide explains step by step which documents landlords must provide, how to store receipts securely and which deadlines apply for objections. I describe which official rules from the BGB and the Operating Costs Ordinance must be observed, how to document defects or unclear items and when rent reduction or legal action may be appropriate. The language is clear, practical and aimed at tenants without legal training. At the end you will find concrete templates, contact points and a short guide on submitting receipts to the court or conciliation body.

Rights and obligations when viewing documents digitally

Landlords must itemize statements transparently; under the German Civil Code they are obliged to account and to provide the receipts for charged costs.^[1] Specific cost types are governed by the Operating Costs Ordinance, which specifies which costs are allocable and how they must be presented.^[2] As a tenant you have the right to inspect underlying receipts and to request copies. Store digital copies in an orderly folder in a secure location.

What to check

• Completeness of receipts: Every item on the statement should be supported by a receipt.
• Amount of costs: Do consumption figures and allocation keys match the lease?
• Services checked: Were technical services or repairs billed correctly?
• Observe deadlines: Within which period must you raise objections?

Requesting receipts and deadlines

Request receipts in writing (email with read receipt or registered mail). Note the sending and receipt dates; without proof contractual deadlines usually apply. Typical official forms and procedures include: application for issuance of a payment order (Mahnverfahren), the complaint form for the local court, and submission of receipts to the competent court or conciliation body. In your request name the billing period and the items you wish to inspect, and set a deadline of at least 14 days for submission.

FAQ

Can my landlord provide receipts only digitally?

Yes, receipts may be transmitted digitally if they are complete and legible; if in doubt, request copies or printed versions.

What deadline do I have to raise objections to the service-charge statement?

Check the statement immediately upon receipt and raise objections in writing as soon as possible; specific deadlines can result from the contract or case law.

Where do I turn if the landlord does not provide receipts?

Gather evidence and consider a written demand; if refusal continues, proceedings at the local court or a conciliation body may be necessary.^[3]

How-To

1. Collect all digital receipts and key figures (consumption, invoices, communication).
2. Check deadlines: note the billing date and set a reasonable deadline for a response.
3. Request receipts in writing and ask for copies in PDF format or printed copies.
4. If necessary, file a complaint at the competent local court and attach your digital receipts as PDFs.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) - gesetze-im-internet.de
• Betriebskostenverordnung (BetrKV) - gesetze-im-internet.de
• Court forms and services - justiz.de

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1. [1] Bürgerliches Gesetzbuch (BGB) - gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) - gesetze-im-internet.de
3. [3] Forms for court proceedings - justiz.de
4. [4] Local court (competence) - justiz.de