Submetering: Documents & Deadlines for Tenants in Germany

As a tenant in Germany, submetering — the separate measurement of consumption for heating, hot water or electricity — can raise questions about documents, deadlines and statements. This guide explains in plain language which documents landlords must provide, which deadlines apply for statements and objections, and how you can enforce your rights without legal expertise. You get a practical checklist, examples of typical forms and concrete steps to challenge incorrect statements. Where necessary, I reference applicable laws and courts so you know who to contact. The text is aimed at tenants in Germany who want to better understand their service charge and operating cost statements.

What is submetering?

Submetering means that consumption values for individual units (e.g., individual apartments) are recorded separately instead of only distributing the total household consumption. The aim is to make billing fairer and create incentives for savings. For tenants, submetering directly affects the operating cost statement and the traceability of consumption costs.

Which documents do tenants need?

Keep these documents ready to understand the statement and, if necessary, formulate objections:

• Tenancy agreement (form) — contains agreements on billable operating costs and billing periods.
• Current operating cost statement (record) — the complete statement with allocation keys and total costs.
• Readout protocols and meter readings (record) — date, meter number, and signatures/proofs for recorded values.
• Provider invoices and receipts (receipt) — especially for energy services or metering service charges.
• Correspondence with the landlord (notice) — emails, letters and objections regarding consumption or billing.
• Power of attorney or authorization (form) — if you want to appoint a representative.

If a meter reading is missing or unclear, request the missing readout protocols from the landlord and note any personal measurements or photos.

Deadlines and time limits

Deadlines are crucial: objections not raised in time can limit your rights. Pay special attention to the following periods:

• Landlord's billing deadline (deadline) — the landlord must present the operating cost statement within 12 months after the end of the billing period.
• Tenant objection period (deadline) — check and challenge errors promptly; many objections should be made within 12 months after receipt.
• Additional claims and refunds (deadline) — verify that claims are calculated and evidenced correctly before paying.

How to check the statement

Check systematically: do totals, allocation keys and meter readings match? Compare billed costs with your receipts. If submetering was used, request the metering service's measurement data and the allocation keys used.

FAQ

Who checks the legality of the operating cost statement?

Initially, you as tenant check the statement yourself. If you cannot reach consensus, the local court (Amtsgericht) or regional court (Landgericht) may decide in a civil action.^[4]

Which laws regulate billing and submetering?

Key provisions are found in the German Civil Code (BGB) and in the Operating Costs Regulation and the Heating Costs Ordinance, which govern distribution and billing obligations.^[1][2][3]

What if meter readings are missing or incorrect?

Request the complete readout protocols in writing and document your own measurements; if the conflict persists, a written objection and possibly legal advice can help.

How-To

1. Collect all relevant documents (contract, record): tenancy agreement, statement, meter readings and receipts.
2. Check formalities (form): billing period, allocation key and complete receipts.
3. Note deadlines (deadline): receipt date of the statement and the objection period.
4. Contact the landlord (contact): request missing documents and document the communication.
5. If in dispute, involve the court (court).^[4]

Help and Support / Resources

• BGB §§535–580a — Gesetze im Internet
• Operating Costs Regulation — Gesetze im Internet
• Heating Costs Ordinance — HeizKV
• Federal Court of Justice (BGH)

1. [1] BGB §§535–580a — Gesetze im Internet
2. [2] Operating Costs Regulation — Gesetze im Internet
3. [3] Heating Costs Ordinance — Gesetze im Internet
4. [4] Federal Court of Justice (BGH)