View Service Charge Records Digitally - Tenants Germany

As a tenant in Germany, you have the right to inspect the service charge statement and the underlying supporting documents. Digital access saves time but requires clear agreements: which files can you view, in what format must the landlord provide them, and how do you document the inspection securely? This guide explains in practical terms which legal bases apply, which documents are typical, which wording helps in a written request, and what steps to take if the landlord does not cooperate. At the end you will find a checklist, a short how-to for inspection, and links to official sources so you can exercise your rights as a tenant in Germany deliberately and safely.

Legal basis

The entitlement to a proper service charge statement arises from the landlord's duties under the tenancy law of the BGB; in particular, duties to account and to hand over supporting documents are regulated.^[1] For the distinction of which costs are allocable, the Operating Costs Ordinance is relevant.^[2] In disputes about inspection or formal errors, the matter can be heard in the local court (Amtsgericht); in higher instances, the Federal Court of Justice decides on fundamental issues.^[3]

Practical: When can you inspect documents digitally?

You may request inspection of the original documents or certified copies; many landlords now offer digital access (PDF, link with access code). Request the files so that date, sender and designation of the cost items are visible. If the landlord only sends a summary without supporting documents, you have the right to see the documents separately.

Checklist for digital document inspection

1. Send a written request by e-mail or letter with date and deadline.
2. Clearly request the original documents or certified copies in PDF format.
3. Specify an appointment or a deadline for inspection, e.g. within 14 days.
4. Document all steps: e-mails, acknowledgements of receipt and screenshots of the files.
5. If the landlord refuses inspection, set a deadline and consider filing a claim at the local court.

Which documents should you check?

• Invoices and billing documents from suppliers (heating, water, waste).
• Contracts with caretakers, cleaning companies, insurance providers.
• Payment receipts, bank statements or billing lists that prove payments.
• Allocation keys or calculation bases, e.g. living area, consumption meters.

If the landlord does not cooperate

If inspection is denied, set a written final deadline and state that you may take legal steps. In many cases, a formal demand with a deadline helps; later, though, a payment order or a lawsuit at the local court may be necessary. Observe deadlines for objections to the statement; late objections may be harder to enforce.

Forms and templates (practical examples)

• Termination letter / sample notice: Template texts for termination can be found at the Federal Ministry of Justice for orientation (use only official templates).
• Application for payment order (Mahnbescheid): Used when claims from the statement are disputed and payment is sought; the judiciary provides information on the payment order procedure.
• Preparation for a lawsuit at the local court: Submit documentation, timely demands and the statement.

FAQ

Can I also inspect documents digitally if the rental contract says nothing?

Yes. The right to inspect the documents results from the statutory duties to account for operating costs, regardless of an express clause in the rental contract.

Do I have to see the originals or are digital copies enough?

Digital copies (e.g. PDF) are generally sufficient as long as they are complete and readable; in case of doubt, you can request inspection of the originals.

What to do if the landlord refuses inspection?

Set a written deadline for inspection, document everything and, if necessary, consider a payment order or a lawsuit at the local court.

How-To

1. Formulate a clear e-mail or letter requesting digital inspection and set a deadline such as 14 days.
2. Save received files locally immediately and create copies with date and time.
3. If there is no response, call and confirm the conversation by e-mail.
4. If inspection continues to be refused, inform the local court or seek legal advice.

Key takeaways

• You have a right in Germany to inspect documents related to the service charge statement.
• Written requests with a clear deadline and documentation improve your chances of success.
• If refusal persists, payment order or court action at the local court are possible steps.

Help and Support

• Bürgerliches Gesetzbuch (BGB) §§535–536 — gesetze-im-internet.de
• Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
• Justizportal Germany — Information on courts

1. [1] Bürgerliches Gesetzbuch (BGB) §§535–536 — gesetze-im-internet.de
2. [2] Betriebskostenverordnung (BetrKV) — gesetze-im-internet.de
3. [3] Justizportal Germany — Information on courts