Tenants: Requesting Digital Invoices in Germany

Many tenants in Germany face the question of how to request missing or unclear invoices for utility charges digitally without immediately hiring a lawyer. This text explains step by step which rights you have as a tenant, which deadlines apply and which official forms or proofs are useful. You will learn how to formulate a precise request to the landlord, which documents are common (heating cost statement, invoices, meter readings) and how to secure documentation for later steps. The goal is to empower you to assert claims confidently and lawfully in Germany or to understand the path to the local court. If necessary, we name authorities, relevant sections in the BGB^[1] and practical examples so you clearly know when legal action is advisable.

What does digital invoice access mean?

Digital invoice access means that the landlord provides billing documents such as invoices, contracts or meter readings electronically. For tenants it is important that the documents are complete, legible and comprehensible. For utility costs, the rules of the Operating Costs Ordinance also play a role because they define which costs are allocable.^[2]

Your rights as a tenant in Germany

• You can demand inspection and copies of the documents related to the service charge.
• The landlord must present statements in a comprehensible way and within a reasonable period.
• You may copy documents or make digital copies for your records.
• If in doubt, you can have the accounting reviewed and, if necessary, file a suit at the local court.

How to request digital documents? (Practical steps)

1. Send a written request: ask for the required documents by e-mail or letter and specify exactly which records you need.
2. Set a deadline: name a reasonable period for submission (e.g. 14–30 days) and ask for confirmation.
3. Secure documents: save digital files, create copies and document receipt times and senders.
4. Review: compare invoices with the statement; request explanations for inconsistencies.
5. If the landlord does not respond: send a reminder, set a new deadline and consider legal steps.

Forms and official guidance

There is no nationwide mandatory "document request" form, but sample letters and court forms from the justice system can be useful for formal letters and lawsuits. Relevant legal provisions can be found in the BGB, the BetrKV and the ZPO.^[1][2][3]

• Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
• Operating Costs Ordinance (BetrKV) – Gesetze im Internet
• Code of Civil Procedure (ZPO) – Gesetze im Internet

FAQ

Can I as a tenant demand digital copies of the invoices?

Yes. You can request inspection and copies; digital copies are permissible as long as they are complete and legible.

What deadline applies for the landlord to present the documents?

There is not always an explicit statutory period; 14–30 days for submission is common and reasonable. If in doubt, set a written deadline.

What to do if the landlord does not respond?

Send a reminder in writing, document the process and consider whether filing suit at the local court is necessary; court actions follow the ZPO rules.^[3]

How-To

1. Draft a clear written request specifying the documents you want.
2. Set a concrete deadline for submission (e.g. 14 days).
3. Secure incoming files and record receipt times.
4. Request explanations and itemized invoices for discrepancies.
5. If the landlord does not comply, prepare documents for a possible claim at the local court.

Help and Support

• BGB – Gesetze im Internet
• Federal Court of Justice (BGH) – Decisions
• ZPO – Gesetze im Internet

1. [1] Bürgerliches Gesetzbuch (BGB) – Gesetze im Internet
2. [2] Betriebskostenverordnung (BetrKV) – Gesetze im Internet
3. [3] Zivilprozessordnung (ZPO) – Gesetze im Internet