Service Charge Statement: Deadlines, Apportionable Costs and Common Errors
Many service charge statements are flawed. If you know the deadlines and which costs may be apportioned, you can review an additional payment and reject unjustified items.
Which costs may be apportioned?
Only the ongoing operating costs listed in the Operating Costs Ordinance (BetrKV) may be apportioned – for example property tax, water, heating, refuse collection, the caretaker or building insurance. Administrative costs as well as maintenance and repair costs are not included and may not be passed on. In addition, the apportionment must be agreed in the tenancy agreement (§ 556 BGB).
The statement deadline (§ 556 (3) BGB)
The landlord must issue the statement no later than twelve months after the end of the billing period. If they miss this deadline, they can generally no longer demand an additional payment – but you must still receive any credit balance.
Your objection period and right to inspect receipts
Once you have received the statement, you have twelve months to raise objections. You are entitled to inspect the receipts and should do so if you have any doubts. Only after reviewing it should you make an additional payment.
Common errors
Frequent defects include: non-apportionable items (administration, repairs), an incorrect or impermissible allocation key, missing or wrong consumption figures, a billing period that is too long, or missing information on the advance payments already made.
How to check your statement
Check the deadline, the allocation key, the individual cost items and your advance payments. Our automated review of the service charge statement detects non-apportionable items and missed deadlines.
Relevant law
Frequently asked questions
Twelve months after the end of the billing period (§ 556 (3) BGB). After that, the landlord can generally no longer enforce an additional payment.
Only the ongoing operating costs under the BetrKV, and only if the apportionment is agreed in the tenancy agreement. Administrative and repair costs cannot be apportioned.
Up to twelve months after receiving the statement. You should challenge any errors within this period.
Yes. You can request to inspect the original receipts in order to verify the individual items.
Only after reviewing it. If you have legitimate doubts, you can request to inspect the receipts and raise objections before you pay.
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General legal information based on your contract — not individual legal advice.