Tenant Checklist: Choose Allocation Key in Germany

As a tenant in Germany you need clarity about the allocation key used in your utility bill so that service charges are distributed fairly. This practical guide explains how to identify the correct allocation key, which lease clauses matter, and how to contest incorrect statements in 2025. The checklist helps you meet deadlines, collect receipts, and draft formal objections. You will get concrete steps for submitting a written dispute, pointers to relevant laws and examples of when a payment reduction or court action is appropriate. This information is aimed at tenants without legal training and shows practical ways to enforce your rights in Germany.

Why the allocation key matters

The allocation key determines how heating and operating costs are divided among tenants. It can be based on living area, consumption, or number of occupants; which option is permitted often depends on the lease and the landlords agreement. The landlords basic obligations for accounting and maintenance are set out in §§ 535580a BGB^[1], which establish the framework for bills and utility charges. First check the lease, then the utility bill, and finally the underlying receipts.

5-step checklist: check and contest the allocation key

1. Check the lease for written agreements on the allocation key and note the method used.
2. Compare the bill with the receipts: consumption records, reading logs and invoices should be traceable.
3. Calculate a sample cost distribution for your apartment to spot obvious calculation errors or incorrect area figures.
4. Draft a written objection listing specific points, set a deadline and request correction.
5. If no agreement is reached, prepare documents for court and contact the competent local court (Amtsgericht).

Rights, deadlines and official rules

For formal objections to utility bills you must act within statutory review and limitation periods, check compliance with the Operating Costs Ordinance (BetrKV)^[2] and for heating the Heating Costs Ordinance (HeizKV)^[3]. Failure to provide required receipts can strengthen your position. In escalating disputes local courts (Amtsgerichte) are first-instance competent, then regional courts (Landgerichte) and ultimately the Federal Court of Justice for precedent (BGH)^[4].

FAQ

How can I tell which allocation key was used?

Check the lease and the bill: the distribution basis (living area, consumption, number of occupants) must be identifiable there.

What deadline do I have to review the bill?

Review immediately on receipt; limitation periods apply to claims and formal defects may affect your entitlement.

What if the landlord refuses to show receipts?

Request written inspection of the receipts and set a deadline; if refused, contest the bill and consider legal action.

How-To

1. Collect all relevant documents: lease, bill, invoices, meter readings.
2. Draft a clear written objection with numbered points and a deadline.
3. Send the objection by registered mail or by email with read receipt and keep proof of sending.
4. If there is no response, prepare a claim at the competent local court or seek legal advice.

Key points

• Note deadlines and dates immediately to avoid limitation issues.
• Make copies or photos of receipts and meter readings as evidence.

Help & Support / Resources

• Federal Ministry of Justice (BMJ)  Official law texts and templates
• Operating Costs Ordinance (BetrKV)  Gesetze im Internet
• Federal Court of Justice (BGH)  Case law and precedents

1. [1] Bürgerliches Gesetzbuch (BGB)  Gesetze im Internet
2. [2] Betriebskostenverordnung (BetrKV)  Gesetze im Internet
3. [3] Heizkostenverordnung (HeizKV)  Gesetze im Internet
4. [4] Bundesgerichtshof (BGH)  Official website