Preparing interim meter readings for tenants in Germany
As a tenant in Germany, interim meter readings are a common step when moving out, ownership changes, or billing issues arise. This guide explains in practical terms and without complicated legal jargon how to prepare a legally secure interim meter reading: which deadlines apply, which documents you should collect, and how to record the meter reading. I show which legal bases are important and how to use forms or, if necessary, apply for legal assistance. The aim is to protect your rights as a tenant and avoid later disputes by creating clear, traceable evidence and meeting deadlines. This is especially helpful for service charge statements or heating cost disputes. At the end you will find a step-by-step guide, frequently asked questions and references to competent courts and official forms.
What is an interim meter reading?
An interim meter reading records meter values (electricity, gas, water, possibly heat) at a specific reference date, for example at move-out, ownership change or for billing. For tenants it is important that the reading is documented in a traceable way and can serve as evidence for later service charge statements. Legal obligations for maintenance and billing can be found in the Civil Code and in specific regulations.[1][2]
Key steps to prepare
- Arrange and confirm an appointment with the landlord or reading service.
- Photograph meter readings from multiple angles and document the location.
- Complete a reading protocol or create your own and make copies for your files.
- Have records of prepayments and previous statements ready.
- Report and document defective meters or access problems immediately.
Rights, duties and deadlines
Landlords must create statements that are comprehensible; tenants should check reading protocols and respond within customary deadlines if there are discrepancies. The rules of civil procedure are relevant if enforcement actions or billing disputes proceed to court.[3][4]
Forms and practical templates
There is no uniform statutory form for an interim meter reading, but the following official or standard documents are helpful:
- Cover letter to the landlord (sent as registered mail or by email with read receipt).
- Reading protocol (date, time, meter number, meter reading, signatures).
- Application for legal aid (process cost assistance) if you need to prepare legal steps.[3]
Frequently Asked Questions
- Who must perform the interim meter reading?
- Generally the landlord or an appointed reading service organizes the reading; as a tenant you can insist on a joint reading and take your own photos.
- What if the landlord refuses the reading?
- Document your attempts to arrange an appointment, create your own photos and consider legal action or advice if no agreement is reached.[3]
- How long should I keep documents?
- Keep statements, protocols and payment receipts at least until the final settlement and for the period during which claims can be made.
How-To
- Read the tenancy agreement for clauses on readings and deadlines.
- Arrange a binding reading appointment with date and time.
- Photograph meters with date/time on your smartphone and note meter numbers.
- Complete a reading protocol, have it signed and send a copy to the landlord.
- Compare later statements with your records and request a review if there are discrepancies.
- If problems persist, consider legal steps or advice, possibly with legal aid.
Help and Support
- Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
- Heizkostenverordnung (HeizKV) – Gesetze im Internet
- Bundesgerichtshof (BGH) – Decisions and information
