Reduce Janitor & Maintenance Costs: Tenants in Germany

As a tenant in Germany, you often face rising janitor and maintenance costs that increase your service charge statement. This guide explains in plain language the steps you can take: how to check the service charge statement, when to file an objection, which sample letters help and which deadlines apply. I show which items are often incorrect, how to request receipts and which legal foundations apply. At the end you will find a practical instruction with sample letters and a list of official authorities to contact. The information is based on German law and helps you avoid unnecessary expenses and enforce your rights as a tenant. Read on for practical templates, deadlines and a sample letter you can send to your landlord.

What tenants can do

Before reacting, check the service charge statement systematically: completeness check, comparison with previous years and reconciliation of individual items. Relevant are the landlord's duties under the Bürgerliches Gesetzbuch (BGB)^[1] and the rules of the Betriebskostenverordnung (BetrKV)^[2]. For heating costs, the provisions of the Heating Cost Ordinance apply^[3]. If a statement is unclear or items are missing, request receipts and set a deadline for the landlord to clarify.

Check the service charge statement

• First check the billing periods and deadlines.
• Compare individual cost items with previous years for excessive amounts.
• Request invoices, contracts and records that document the items.
• Check heating and hot water costs separately according to the Heating Cost Ordinance.

Draft sample letters

Use clear sample letters to file an objection, request receipts or set deadlines. Formulate briefly, factually and with a concrete demand (e.g. "Please provide the invoices for item X by DATE"). Always name the billing period and attach comparison values or evidence.

• Objection to the service charge statement: in writing, with reasons and deadline.
• Request for disclosure of invoices and contracts for review.
• Contest specific additional charges in writing with evidence to refute them.

Legal action is a last resort: a lawsuit at the competent Amtsgericht may be necessary if disputes cannot be resolved^[4]. Many template letters and formulation aids can be found at official sources; the most important legal and court sources are listed in the resources below.

FAQ

How long do I have to object to a service charge statement?

You should check immediately upon receipt and respond within the deadline stated in the statement or in the rental agreement; if in doubt, set a 14-day deadline for a response.

Which documents can I request from the landlord?

You can request invoices, contracts, receipts and, if applicable, meter readings that explain individual service charge items.

Do I have to pay despite an objection?

Partly yes: you should pay undisputed amounts. For disputed items you may withhold the disputed sum, but you risk reminders; document your objection in writing.

How-To

1. Check the statement completely and mark unclear items.
2. Request receipts in writing and set a clear deadline.
3. Send a sample letter (objection or request) by registered mail.
4. If no clarification occurs, seek advice and possibly file suit at the local court.

Key Takeaways

• Documentation increases your chances of successful resolution.
• Respond promptly; deadlines are decisive.
• Always request receipts before refusing payments.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
• Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
• Justizportal of the Federation and Länder — information on local courts

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a — gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
3. [3] Heizkostenverordnung (HeizKV) — gesetze-im-internet.de
4. [4] Justizportal of the Federation and Länder — information on local courts