Requesting Digital Records for Tenants in Germany

As a tenant in Germany, you may need digital access to billing records to review service charges or understand additional claims. This guide explains clearly when tenants can request records digitally, which deadlines apply, and which official forms or letters are useful. It outlines practical steps for documentation, sending a formal request, and preparing in case of a dispute with the landlord. Relevant legal foundations such as the BGB and the Operating Costs Ordinance are considered, as well as the role of local courts in tenancy disputes. The aim is to give you concrete, easy-to-follow tips so you can assert claims securely and in compliance with the law.

When can tenants request records digitally?

Tenants have the right to inspect billing documents to check service charges. The landlord's statutory duties concerning accounting and proof are set out in the German Civil Code (BGB), especially regarding landlord duties and billing obligations ^[1]. For details on operating costs and accounting, the Operating Costs Ordinance (BetrKV) is relevant ^[2]. In practice: request records early, document the request, and set a clear deadline for submission.

Practical steps: How to request records correctly

How to write and structure an effective request for digital records:

• Deadlines (days): Set a clear deadline, for example 14 days, for submitting the digitized records and specify the desired format (PDF, photo).
• Formal request (notice): Write a short letter or email with subject, rental address, billing year and the concrete request for digital records.
• Documentation (record): Attach your contact details, copies of relevant payments and your own summary table to the request.
• Costs and refunds (rent): Point out that justified refunds or corrections to the service charge statement can lead to reimbursements.

If the landlord does not respond or the documents are incomplete, specify which proofs are missing and state that you will consider legal steps.

What to do in case of dispute?

If disagreements cannot be resolved amicably, the next step is often a written demand with a deadline and the announcement that you will consider legal action. In first instance tenancy disputes are often handled by the local court (Amtsgericht); higher legal questions may reach the Federal Court of Justice (BGH) ^[3]. In court, clear evidence, chronological documentation and a comprehensible payment overview are decisive.

FAQ

Can I request digital copies instead of paper as a tenant?

Yes, digital inspection is generally sufficient if the copies are complete and readable; request a common file format such as PDF.

Must the landlord provide the records for free?

The landlord must enable inspection and copies; a reasonable reimbursement for simple copies may be requested in certain cases and must be examined individually.

What deadline is reasonable for the request?

A deadline of 14 to 30 days is common; document the deadline in writing.

How-To

1. Check and note: First check the billing documents for formal errors and note missing records.
2. Send a formal request (notice): Send a formal request by email or registered mail with a clear deadline and a list of required documents.
3. Attach documents (evidence): Attach the documents you already have and request digital copies of original invoices or contracts.
4. Consider court action (court): If there is no response or incomplete records, consider filing a claim at the competent local court.

Help and Support

• German Civil Code (BGB) — gesetze-im-internet.de
• Operating Costs Ordinance (BetrKV) — gesetze-im-internet.de
• Federal Court of Justice (BGH) — bundesgerichtshof.de

1. [1] Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
3. [3] Bundesgerichtshof (BGH) — bundesgerichtshof.de