Tenants in Germany: View digital evidence for back charges

As a tenant in Germany, you often face additional charges where receipts and records matter. You have the right to inspect service charge statements and related documents and to request copies. This practical guide explains how to request documents digitally, which deadlines apply, which forms and courts are relevant, and how to document to contest errors in back charges. We provide concrete wording for requests, examples for documentation and when a visit to the local court (Amtsgericht) makes sense. The guidance follows applicable legal rules and procedures so you can assert your tenant rights in Germany clearly and confidently. At the end you will find a step-by-step guide, FAQ and official sources and sample forms.

How to request documents digitally

Request inspection in writing or by e‑mail and specify which documents you want to see (e.g. heating cost statement, invoices, reading logs). Refer to your inspection right under tenancy rules and set a deadline for transmission. If a landlord refuses access, the next step is a formal objection or a lawsuit at the competent local court (Amtsgericht).^[1]

Practical steps before requesting

• Prepare a template (form): Draft a clear written request with date, names and a request for digital copies.
• Set deadlines (deadline): Specify a reasonable deadline, e.g. 14 days, for providing the documents.
• Secure documents (evidence): Save received PDFs, screenshots and e‑mails in a dated folder with source information.
• If disputed, inform (court): State that judicial steps are possible if access is denied.

If the landlord grants access, check invoice addresses, reading dates, allocation keys and individual items for plausibility. If an invoice is unclear, request the original invoices or an understandable cost breakdown. For operating costs, additional rules of the Operating Costs Ordinance apply.^[2]

Forms and sample texts

• Request template (form): Write briefly which statement and which documents you want and set a deadline.
• Objection letter (form): Specify the exact items you consider incorrect and demand correction or reimbursement.
• Filing a lawsuit (court): If necessary, file a claim at the local court using the available court forms.

Examples: Write "Please send digital copies of the heating cost statement 20XX by DD.MM.YYYY." If statements are incorrect, specify amounts and why they are implausible.

FAQ

Can I request documents digitally?

Yes. Tenants can request inspection of operating cost statements and related documents; it is best to request written digital copies within a set deadline.

What if the landlord refuses?

You should follow up in writing, send an objection, and consider suing at the local court; document all contacts and deadlines.

Which courts are competent?

In most rental disputes the local court (Amtsgericht) is competent in the first instance; higher courts are the Landgericht and the Federal Court of Justice (BGH).

How-To

1. Prepare a letter: Draft a clear request with date, name, document list and a deadline (e.g. 14 days).
2. Secure documents: Save received files and e‑mails in a chronological folder.
3. Monitor deadlines: Mark deadlines in your calendar and remind the landlord shortly before expiry.
4. Consider legal action: If access is denied, consider going to the local court and prepare possible claims.

Help and Support / Resources

• Gesetze im Internet (BGB) — Civil code provisions
• Operating Costs Ordinance (BetrKV) — rules on service charges
• Justice portal — court forms and guidance

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1. [1] Gesetze im Internet — Bürgerliches Gesetzbuch (BGB) §§535–580a
2. [2] Gesetze im Internet — Betriebskostenverordnung (BetrKV)
3. [3] Justizportal — Formulare der Gerichte