Meter Readings: Tenant Evidence Guide Germany

Many tenants in Germany face a simple but important task when moving in or out: read meter readings correctly and record them as evidence. Accurate meter logs protect against incorrect retroactive charges for service charges, heating costs and electricity. This practical guide explains step by step which information you should note, how to secure photos and timestamps, how to inform the landlord and which deadlines to observe. It contains practical sample notes, references to relevant laws and explains when the local court or higher instances are competent. The language remains clear; you get concrete actions tenants can implement immediately to protect their rights in Germany. We also show which official forms are useful and how to securely archive evidence.

Why document meter readings as evidence?

Meter readings often form the basis for retroactive charges for service charges or electricity. A continuous documentation protects you as a tenant because you can prove date, time and meter values to the landlord or court. In disputes, the German Civil Code serves as the basis for the rights and duties of tenants and landlords^[1].

What you should note immediately

• Date and time of the reading, preferably with time indication.
• The exact meter reading (numbers) and the meter number.
• Photos of the meter showing the display and the surroundings.
• Note whether it is a heating, electricity or water meter.
• A confirmation of receipt from the landlord or a written notification by e-mail/registered mail.

How to store documents securely

Collect meter logs, photos and messages to the landlord in one place. Create a simple file with date, meter reading and contact person. If heating or operating costs are affected, follow the special rules of the Heating Costs Ordinance and the Operating Costs Ordinance^[2].

If the landlord does not respond or objects

Send your readings in writing and keep proof (e-mail, registered mail with return receipt). If the landlord does not respond or claims implausible charges, you can use the documents as the basis for a formal complaint or lawsuit. Local courts are generally responsible for tenancy disputes; higher instances are the regional courts and the Federal Court of Justice for precedents^[3].

Which official forms are useful?

• Written reading notification to the landlord (own template): date, meter reading, meter number, signature — send as e-mail and registered mail for proof.
• Payment order / dunning application (if issues about costs remain unresolved): use official justice forms for payment proceedings in case of outstanding costs.
• In cases of termination or eviction, check sample termination letters from official justice sources and act within statutory deadlines.

FAQ

How often should I read meter readings?

At least on move-in and move-out and regularly before the annual statement; additionally if the landlord announces additional charges.

What if the meter is defective?

Report the defect to the landlord immediately in writing and document photos and dates; special rules of the Heating Costs and Operating Costs Ordinances may apply^[2].

Where do I turn with tenancy disputes?

In tenancy disputes, the local court is usually competent in the first instance; get information about competent courts and deadlines^[3].

How-To

1. Read the meter: note date, time, meter number and the exact sequence of digits.
2. Photograph the meter up close and take a second photo showing the location.
3. Store photos in a folder structure and keep backups in the cloud or on a USB stick.
4. Inform the landlord in writing with all details and attach the photos.
5. If no agreement is reached, submit the documents to the local court or use them as evidence in a dunning procedure.

Key takeaways

• Clear dated documentation reduces the risk of retroactive charges.
• Photos showing the display are often decisive as evidence.
• Keep all correspondence and receipts for several years.

Help and Support / Resources

• Gesetze im Internet: German Civil Code (BGB)
• Heating Costs Ordinance (HeizKV) — Gesetze im Internet
• Justice portal: information on courts (local courts)

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1. [1] BGB §§535–580a — gesetze-im-internet.de
2. [2] Heizkostenverordnung (HeizKV) — gesetze-im-internet.de
3. [3] Information on courts and jurisdictions — justiz.de