Tenants: View Bills Digitally in Germany

As a tenant in Germany you have the right to review service charge and utility statements. Many landlords provide documents digitally, but it is important that access is legally secure, verifiable and data-protection compliant. This guide explains in simple steps how to request statements, which legal bases in the BGB (^[1]) apply, which deadlines to observe and which official forms and proofs you should collect. I also explain how to secure digital copies, what helps with incomplete statements and when the local court (Amtsgericht) becomes competent. Practical examples and concrete action steps help you collect and present verifiable evidence for rental disputes in Germany. This protects your tenant rights effectively.

Legal basics

The most important provisions on the tenancy agreement and the duties of landlord and tenant are found in the German Civil Code (BGB) § 535 ff.^[1]. For details on operating cost statements, the Operating Costs Ordinance is relevant and explains which items the landlord may charge: BetrKV^[2]. In legal disputes, the rules of civil procedure apply, for example for claims and eviction proceedings: ZPO^[3].

Quick checklist

• Observe deadlines (deadline): check within 12 months and note dates
• Request documents in writing (mail) by email or registered post
• Copy and secure documents (evidence) including PDFs and photos
• Document repairs (repair) with photos, dates and landlord notification
• If contested, consider court action (court) and prepare evidence accordingly

Requesting documents — practical steps

Write a short, factual request for the statements and supporting documents. Name the billing period in the letter, ask for PDF delivery and set a reasonable deadline (e.g. 14 days). If access is denied, document the communication and save dates and messages.

Example wording: "Please send me the complete documents for the service charge statement for the period 01.01. to 31.12.2024 by DD.MM.YYYY as PDF." Add proofs such as bank statements for payments or photos of defects.

Documentation and secure storage

Back up received PDFs and photos in at least two locations, e.g. a local folder plus cloud backup. Name files clearly (Year_Landlord_Item.pdf) and create a simple list with date, sender and content. This increases traceability for rent reductions or court proceedings.

FAQ

Can the landlord send documents only digitally?

Yes, landlords can transmit statements digitally if access is comprehensive; request copies if information is missing.

What deadlines apply to utility statements?

Statements must generally be issued within twelve months after the end of the billing period; check deadlines and act promptly.

What can I do if documents are missing or incomplete?

Request the missing proofs in writing, document the correspondence and consider legal steps at the local court if necessary.

How-To

1. Draft a written request (form) and send it by email or registered mail
2. Note deadlines (deadline) and set a return date, for example 14 days
3. Collect proof (evidence): PDFs, bank statements, photos, messages
4. If necessary, prepare a claim at the competent local court (court) and present evidence in order

Help and Support / Resources

• Federal Ministry of Justice and Consumer Protection
• Gesetze im Internet (gesetze-im-internet.de)
• Federal Court of Justice (BGH)

1. [1] German Civil Code (BGB) §§ 535–580a
2. [2] Operating Costs Ordinance (BetrKV)
3. [3] Code of Civil Procedure (ZPO)