Document Meter Readings for Remote Move – Tenants Germany

As a tenant in Germany, a remote move often raises the question: How do I document meter readings correctly so that no subsequent charges arise and handovers are properly recorded? This text explains simple, practical steps: which meters should be read, how photos, notes and handover protocols work, and which deadlines apply. I show when to use sample letters, which evidence is relevant in court and how to address disputes at the local court. Read on for concrete templates, a step-by-step procedure and links to official laws and authorities to ensure your rights as a tenant are protected. At the end you will find a how-to with sample templates and tips on securing evidence.

What applies to meter readings?

Under German law, tenancy is primarily governed by the German Civil Code (BGB) (§§ 535–580a).^[1] When moving out, responsibility depends on the lease agreement; a clear documentation is often the best protection. Record date, time and meter numbers and prepare a handover protocol that both landlord and tenant can sign.

Which meter readings to document?

• Electricity meter: meter number and readable value (photo with visible date/time or smartphone photo).
• Gas meter: meter number and reading, note any reading intervals.
• Water meter: record all relevant meter readings, especially if separate water meters exist.
• Heating cost allocators or heat meters: photo of display, reading time and meter number.
• Submeters/EDP meters: record serial numbers and measurement points.

Documentation methods and sample letters

For evidence keep readable photos (photo), written handover protocols (document) and emails to the landlord with attached photos. If you want to act formally, send a sample letter by registered mail or email and request confirmation. Relevant official templates may include termination and handover samples; check the federal ministry guidance and the heating cost rules.^[4][3]

What to do if there is disagreement?

• Request a written clarification from the landlord and document all replies.
• Send evidence as attachments (document) and request an acknowledgement of receipt.
• Contact your local conciliation body or tenant advice if available.
• For ongoing disputes consider bringing the matter before the local court; the Amtsgericht is the first instance for many tenancy disputes.^[2]

FAQ

Who must document the meter reading on move-out?

Typically the person moving out documents it; a joint reading with a handover protocol or photographing the meters with date/time is advisable.

How can I prove my meter reading?

Photographs with date/time, a signed handover protocol and emails to the landlord with attachments are strong evidence.

What if the landlord does not confirm the reading?

Send the documentation by registered mail or email with delivery/read confirmation and keep all records; this can be decisive in court.

How-To

1. Read all relevant meters and note meter number, reading and date.
2. Take clear photos of each meter so meter number and display are legible.
3. Create a short handover protocol with signatures or a landlord confirmation.
4. Send the documentation by email and, if necessary, additionally by registered mail.
5. Keep all records until the final billing and consider legal advice if unclear.

Key points

Secure photo evidence, record exact times and use clear filenames. Avoid blurred images and complement photos with a brief written protocol. If possible, ask the landlord for written confirmation of the submitted meter readings.

Help and Support

• Gesetze im Internet (BGB, HeizKV)
• Bundesgerichtshof (BGH) – Decisions
• Federal Ministry of Justice (forms & templates)

1. [1] Bürgerliches Gesetzbuch (BGB) §§535–580a
2. [2] Bundesgerichtshof (BGH) – Decisions on tenancy law
3. [3] Heating Costs Ordinance (HeizKV)
4. [4] Templates and information – Federal Ministry of Justice