Understanding a service charge statement
Last updated: October 2026
Once a year your landlord settles the service charges (Nebenkosten). At the end there is either an extra payment or a credit. It is worth checking the statement (Betriebskostenabrechnung).
Sample letter
Ahornallee 21, 2. OG links
12345 Musterstadt
Betriebskostenabrechnung 2025
Sehr geehrte Familie Beispiel,
anbei erhalten Sie die Abrechnung der Betriebskosten für den Zeitraum 1. Januar bis 31. Dezember 2025. Die Kosten werden nach Wohnfläche verteilt (Ihre Wohnung 62 m² von 840 m²).
Ihr Anteil an den Kosten: 1.612,35 €
Ihre Vorauszahlungen: 1.440,00 €
Nachzahlung: 172,35 €
Bitte überweisen Sie die Nachzahlung innerhalb von 30 Tagen. Ab 1. Dezember 2026 erhöhen wir Ihre monatliche Vorauszahlung von 120,00 € auf 135,00 €.
Mit freundlichen Grüßen
Hausverwaltung Muster GmbH
Made‑up sender, made‑up names. The letter often looks like this or similar.
What does the letter mean?
Every month you pay an amount for service charges such as water, rubbish or the caretaker. The statement compares these advance payments (Vorauszahlungen) with the real costs.
In the sample the costs were higher, so there is an extra payment (Nachzahlung). The monthly advance payment also goes up, so that it fits next year.
Deadlines
- The landlord must send the statement no later than 12 months after the end of the billing period. For 2025, that means by 31 December 2026. If the statement comes later, you usually do not have to pay anything extra.
- You can raise objections up to 12 months after you receive the statement, ideally in writing.
- The payment deadline for the extra payment is in the letter, in the sample 30 days.
What you can do
- Check the period, your living space and the distribution key (Verteilerschlüssel).
- Compare the advance payments with your bank statements.
- Check whether there are costs that may not be passed on to you, for example repairs or administration costs.
- You may look at the receipts at your landlord's. Ask for this in writing if something seems strange to you.
- If you get citizen's income (Bürgergeld) or basic income support (Grundsicherung), hand in the statement to the office right away. It often pays the extra amount.
This guide does not replace legal advice. Every letter is different: deadlines and amounts apply as they are written in your letter. If you have questions, an advice centre can help.