Tenants Germany: View Digital Proofs for Back Charges

Request digital proofs

Generally, tenants have the right to inspect billing documents, especially when facing additional charges. First request the specific invoices, receipts and payment proofs in digital form; specify the period and billing year and ask for PDFs or image files by email.

• Set a clear deadline of 14 days for the landlord to provide the documents.
• Request the proofs in writing by email or registered mail to have proof of the request.
• Keep all received files unchanged and make copies with date and time of receipt.
• If there is no response, consider filing a lawsuit at the competent local court as the next step.

Forms and official steps

There is no single mandatory form for requesting proofs, but two official procedures are relevant: the written request for document production (your dated demand letter) and civil litigation under the Code of Civil Procedure if judicial enforcement is necessary. A complaint form for the local court or filing under the ZPO is used when the landlord persistently refuses to cooperate; attach a brief, evidence-based statement of the claim and list copies of the requested but undelivered documents. A power of attorney may be relevant if you appoint representation.

What to include in your request

Practical content for your letter: name, address, billing year, specific receipt numbers or cost types (e.g. heating, water), request for digital copies (PDF), deadline and a note that you will consider legal steps if documents are not provided. Stay factual and avoid broad accusations.

FAQ

Which proofs may I inspect?

You may inspect the billing proofs, especially invoices, delivery notes and payment receipts underlying the statement.

How much time do I have to respond to a back charge?

Check the statement immediately; statutory deadlines vary by case, but set a 14-day deadline for document production.

Where can I turn if the landlord does not respond?

If refusal continues, consider filing a claim at the competent local court; sending a reminder letter is often useful first.

How-To

1. Draft a short, dated request by email or registered mail asking for PDF copies of the proofs.
2. Set a clear deadline (e.g. 14 days) for the landlord to send the documents.
3. Preserve all received files unchanged and record time and sender details.
4. If needed, call to clarify and note date, time and contact person.
5. If there is no response, prepare evidence and, if necessary, file a claim at the local court.

Key Takeaways

• Request specifically the relevant documents in digital form and keep copies.
• Set reasonable deadlines and document the requests.
• If the landlord refuses, the local court may be the next step.

Help and Support / Resources

• [1] Gesetze im Internet
• [2] Justizportal Germany
• [3] Federal Court of Justice (BGH)

1. [1] Bürgerliches Gesetzbuch (BGB) §535 - Duties of the Landlord
2. [2] Operating Costs Ordinance (BetrKV)
3. [3] Federal Court of Justice - Jurisdiction and Decisions