Tenants: View Receipts & Deadlines in Germany

As a tenant in Germany, you should request and securely store receipts for utilities, repairs and reimbursements early. Digital access can save time, help you meet deadlines and is often accepted in court if records are complete. In this guide I explain which documents are important, which statutory deadlines under the BGB apply, and how to request, review and secure receipts digitally. I name the relevant sections of law and the authorities responsible in case of dispute, as well as practical sample forms for proof and legal aid. At the end you will find a short step-by-step guide and an FAQ with common questions for tenants in Germany.

Which documents tenants need now

Keep key documents organized and make digital copies. Important originals or scans help with service charge statements, refund claims and evidence in court.

• Lease agreement: Keep contracts, amendments and handover reports; note any rent changes.
• Service charge statement: Check items, consumption figures and billing periods carefully.
• Receipts and invoices: Collect heating and repair receipts, invoices and proof of payment digitally.
• Correspondence: Keep emails, demands and terminations; record dates and method of delivery.

Rights, deadlines and responsible authorities

Tenant rights are regulated in the BGB; important provisions on landlord duties, rent reduction and refunds are in §§ 535–580a of the BGB^[1]. Specific rules for service charges are in the Betriebskostenverordnung (BetrKV)^[2] and for consumption billing in the Heizkostenverordnung (HeizKV)^[4]. In disputes the local district court (Amtsgericht) is usually the first instance; important tenant-law rulings come from the Federal Court of Justice (BGH)^[3]. Respond within set deadlines and give the landlord written deadlines if documents are missing.

Requesting and securing receipts digitally

Request receipts by email or registered mail and confirm receipt and completeness. Record date, sender and filenames of scanned documents.

• Request complete electronic copies in writing and ask for full invoice details.
• Save files as PDF and keep backups on encrypted storage.
• Note deadlines for objections to the statement and set a follow-up deadline if necessary.

FAQ

Can I present digital copies instead of originals?

Yes, digital copies are generally sufficient if they are complete and unaltered; however, keep the original for important documents if possible.

How long do I have to object to a service charge statement?

You should raise objections in writing immediately and review the statement within the usual 12-month review period; exact deadlines depend on the case and BGB and BetrKV provisions apply.

What if the landlord refuses to provide receipts?

Request the receipts in writing, set a deadline and indicate possible legal steps; as a last resort consider going to the local district court or checking eligibility for legal aid.

How-To

1. Collect: Gather all relevant receipts and create digital scans.
2. Request: Ask for missing documents in writing by email or registered mail.
3. Set deadlines: Record review and follow-up deadlines and document all communication.
4. Secure: Save PDFs encrypted and keep at least one offsite copy.
5. Escalate: If refusal continues, consider legal steps and the jurisdiction of the district court.

Help and Support / Resources

• BGB §§ 535–580a — Gesetze im Internet
• Betriebskostenverordnung (BetrKV) — Gesetze im Internet
• Federal Court of Justice (BGH) — Official site
• Federal Ministry for Housing, Urban Development and Building — Information

1. [1] Bürgerliches Gesetzbuch (BGB) §§ 535–580a — Gesetze im Internet
2. [2] Betriebskostenverordnung (BetrKV) — Gesetze im Internet
3. [3] Bundesgerichtshof (BGH) — Official site
4. [4] Heizkostenverordnung (HeizKV) — Gesetze im Internet