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Nebenkostenabrechnung (Betriebskostenabrechnung)

Nebenkostenabrechnung from your landlord: how to check it and your 12-month deadline

From: Your landlord or the property management (Hausverwaltung)

The Nebenkostenabrechnung is the yearly bill for running costs of your home, such as water, heating and waste. It compares your monthly advance payments with the real costs. You may have to pay more, or you may get money back.

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Why you got this letter

What to do

  1. 1Write down the date you received the statement. Your time to object starts then.
  2. 2Check the accounting period. The landlord must send the statement within twelve months after the period ends.
  3. 3Check each cost against your rental contract. Ask the landlord to show you the receipts. By law, the landlord must let you inspect the underlying receipts on request, and may provide them electronically.
  4. 4Check the maths and your advance payments.
  5. 5If something is wrong, object in writing and say what. Do it before the twelve months end.
  6. 6Check the payment date in the letter. If you cannot pay in one sum, contact the landlord and ask for instalments in writing.

Deadline

Landlord: the statement must be sent within twelve months after the end of the accounting period. You: object within twelve months after you receive it.

If you do nothing

If you do not object within twelve months after receiving the statement, you generally lose the right to object later, unless you are not at fault for the delay. If you do not pay a correct back payment, the landlord can send reminders and take further steps.

Can you object?

There is no formal Widerspruch. You can raise objections (Einwendungen) in writing. By law you must do this within twelve months after you receive the statement (§ 556 Abs. 3 BGB). After that, you generally cannot object, unless the delay was not your fault.

Words in this letter

Nebenkosten / Betriebskosten
Running costs of the property that the tenant may have to pay, for example water, heating, waste.
Vorauszahlung
The advance payment you make each month.
Abrechnungszeitraum
The period the statement covers, usually one year.
Nachforderung / Nachzahlung
A back payment the landlord asks for.
Belegeinsicht
Your right to inspect the receipts.

Example reply

Object to the statement and ask to see the receipts.

[Vor- und Nachname]
[Anschrift der Wohnung]

An: [Vermieter / Hausverwaltung, Adresse]

[Ort], [Datum]

Betreff: Nebenkostenabrechnung für den Zeitraum [von–bis] vom [Datum]

Sehr geehrte Damen und Herren,

ich habe Ihre Nebenkostenabrechnung vom [Datum] am [Datum des Erhalts] erhalten. Ich erhebe Einwendungen gegen die Abrechnung, insbesondere gegen: [Posten und Grund, zum Beispiel: die Position „Hausmeister“ – ich bitte um Nachweis, dass diese Kosten im Mietvertrag vereinbart sind].

Bitte lassen Sie mir die zugrunde liegenden Belege zur Einsicht zukommen [als Kopie oder digital].

Bis zur Klärung bitte ich um Verständnis, dass ich die Nachzahlung [nicht / nur teilweise] leiste.

Mit freundlichen Grüßen
[Unterschrift]
[Vor- und Nachname]
Show English translation
[Full name]
[Address of the apartment]

To: [landlord / property management, address]

[Place], [date]

Subject: Utility statement for the period [from–to] dated [date]

Dear Sir or Madam,

I received your utility statement dated [date] on [date received]. I raise objections to the statement, in particular to: [item and reason, for example: the item "caretaker" – please prove that these costs are agreed in the rental contract].

Please send me the underlying receipts for inspection [as copies or digitally].

Until this is clarified, please understand that I will [not / only partly] pay the back payment.

Kind regards
[Signature]
[Full name]
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Questions people ask

Is there a deadline for my landlord?

Yes. The statement must be sent within twelve months after the accounting period ends. After that, the landlord generally cannot demand a back payment, unless the delay is not the landlord's fault.

Can I see the receipts?

Yes. On request the landlord must let you inspect the receipts. The landlord may provide them electronically.

Do I have to pay immediately?

Check the payment date in the letter. If you disagree, object in writing within twelve months. If you cannot pay, ask for instalments in writing. The letter should show when payment is due. If you are unsure about the date, ask a tenants' advice service.

Can the landlord charge any cost?

Your contract must say that you pay running costs, and the advance payments must be reasonable. If you are not sure about a cost, ask the landlord to show where the contract agrees to it.

Sources

Updated 2026-10-20. This page explains a common type of letter; it is not legal advice. Your letter may differ, so check its dates and amounts.