Tenant Check: Save Caretaker Costs in Germany

As a tenant in Germany you want fair caretaker and maintenance charges. Before signing the lease, it is worth a check: which services are included in the service charges, who pays for repairs, and how lump sums can be reviewed? This guide clearly explains which rights tenants have under the BGB^[1], which phrases in the service charge statement are relevant, and how you can make concrete claims with a template letter without a lawyer. Step by step I show how to request receipts, observe deadlines and, if necessary, seek legal protection at the local court^[3]. The goal is to give you practical templates, concrete action steps and reliable questions for contract discussions. Read on for examples.

What tenants should check

Before you sign or accept the annual statement, check the following points systematically:

• Service charge statement: Check all items, calculation bases and advance payments.
• Caretaker services: Check the scope (staircase cleaning, garden maintenance, minor repairs).
• Contractual deadlines: Pay attention to termination, accounting and payment deadlines.
• Access rules: When may the caretaker enter the apartment and how is it announced?
• Receipts and invoices: Request receipts in writing and document follow-ups.

Template letters for tenants

A clearly worded template letter helps request evidence or correct justified charges. There is no uniform government template for service charge defects, but you base claims on statutory rights such as the BGB and the BetrKV^[2]. Use the following short template as a starting point:

Template letter (short)

Dear Mr/Ms [Landlord name],
with reference to the service charge statement dated [date], I request the submission of the underlying invoices and receipts for the "caretaker services" item within 14 days. If no comprehensible breakdown is provided, I reserve the right to reduce the charged costs and request a written response by [date].

Yours sincerely,
[Your name]

What to do in case of dispute

If the landlord does not respond or receipts are missing, proceed step by step:

• Documentation: Collect correspondence, payment receipts and photos of defects.
• Send template letter: Set a deadline and request receipts.
• Observe deadlines: Note received confirmations; send reminders if needed.
• Legal step: If necessary, consider filing a claim at the competent local court.

FAQ

Can I have the caretaker costs checked as a tenant?

Yes. You have the right to inspect the underlying invoices and receipts and to demand corrections in the statement.

Do I have to accept all caretaker services?

No. You can object to unclear or non-agreed services; in contract questions, check the lease and the BetrKV^[2].

When is it sensible to go to the local court?

If the landlord does not provide receipts despite a deadline or the difference is significant, a claim at the local court may be necessary.^[3]

How-To

1. Collect documents: Gather lease, service charge statement, payment receipts and photos.
2. Send template letter: Request receipts and set a clear deadline (e.g. 14 days).
3. Wait for response: Record receipt; send a reminder if no response.
4. Final step: If refusal continues, consider legal advice or claim at the local court.

Key Takeaways

• Check service charges carefully before signing and when receiving annual statements.
• Request receipts in writing to clarify unclear charges.
• Set clear deadlines and document every step.

Help and Support / Resources

• Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
• Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
• Information on local courts — justiz.de

1. [1] Bürgerliches Gesetzbuch (BGB) — gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
3. [3] Information on local courts — justiz.de