Tenants: Document Meter Readings in Germany

As a tenant in Germany, you should document meter readings carefully at move‑in, move‑out and on official reading days. Photos with the date, clearly readable meter numbers and a note of time and location create clear evidence for service charge billing and disputes with the landlord. This practical sheet explains how to take photos correctly, how and when to send images to the landlord, which deadlines apply and which legal basics are relevant. The tips are written so that tenants without legal knowledge can follow immediately actionable steps, including templates and a step‑by‑step checklist for the handover and digital evidence preservation.

What tenants should do

As a tenant you should photograph meter readings immediately at the handover and on reading days and record them in writing. Use a handover protocol and note the meter number, date, time and your initials; this creates clear evidence for the service charge statement and supports later complaints.^[1]

• Take a photo of the meter reading with date and time visible.
• Keep the meter number and location visible in the photo.
• Send images by email to the landlord with a short note and request a confirmation of receipt.
• Observe deadlines: note reading days and objection periods.
• Complete a local handover protocol and have it signed by both parties.

Legal basis & official forms

The basic provisions on the tenancy agreement and landlord and tenant obligations are in the German Civil Code (BGB) §§ 535–580a.^[1] The Heating Costs Ordinance is decisive for billing obligations relating to heating and service charges.^[2] In court disputes, the rules of the Code of Civil Procedure (ZPO) apply.^[3]

Official forms that may be relevant in disputes:

• Application for legal aid (Prozesskostenhilfe, PKH) — if court costs are an obstacle; useful before filing a claim.
• Complaint form (civil claim) — form templates for filing at the local court or regional court.

Handover: photo checklist

Before handing over the keys, complete and document these points.

• Read and photograph meter readings on move‑in and move‑out.
• Take multiple high‑resolution photos from different angles so numbers are unambiguous.
• Email the photos with a short note to the landlord and request confirmation of receipt.
• Store digital copies in at least two secure locations.

FAQ

How often should I photograph meter readings?

Photograph meter readings on move‑in, move‑out and on the official reading days; if you suspect errors, photograph again when you receive the service charge statement.

Does the landlord have to accept the photos?

Photos are evidence, but a written confirmation from the landlord strengthens your position; ask for a receipt confirmation by email if possible.

What if the landlord uses different numbers in the bill?

File an objection with your documentation within the deadline stated in the bill and consider involving the local court if necessary.^[3]

How‑to

1. Photograph the meter clearly: readable numbers, date and time visible.
2. Fill in the handover protocol: record meter number, location and your initials.
3. Send the photos by email to the landlord with a brief explanation and request confirmation of receipt.
4. Observe deadlines: file objections to the service charge statement on time.
5. Seek legal advice or the local court mediation service if necessary.

Help and Support / Resources

• BGB §§ 535–580a (Tenancy law)
• Heating Costs Ordinance (HeizKV)
• Federal Court of Justice (BGH) – tenancy rulings

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1. [1] German Civil Code (BGB) §§535–580a
2. [2] Heating Costs Ordinance (HeizKV)
3. [3] Code of Civil Procedure (ZPO)
4. [4] Federal Court of Justice (BGH)