Heizkostenabrechnung: how landlords get it right
How to split heating and hot-water costs in the Heizkostenabrechnung (heating-cost statement) and deliver it on time.
Bill 50 to 70 percent of heating and hot-water costs by use and the rest by floor area. Deliver the statement within twelve months, in a way you can prove.
How to prepare the Heizkostenabrechnung, step by step
If you do not bill by use, the tenant can cut their share by 15%. So follow the same steps every time.
- 1
Read the meters
Read all meters and heat cost allocators at the end of the billing period.
- 2
Add up the costs
Add up the total costs. Only include heating costs you can pass on.
- 3
Bill part by use
Split 50 to 70 percent of the costs by recorded consumption.
- 4
Bill the rest by floor area
Split the rest as base costs by floor area.
- 5
Take off the advance payments
Deduct what the tenant has already paid in advance.
- 6
Deliver it so you can prove it
The statement must reach the tenant within twelve months. Send it in a way that lets you prove it arrived.
Why this matters
Under § 7 Abs. 1 HeizkostenV, at least 50 and at most 70 percent of heating costs must be split by use. If you do not bill by use at all, the tenant can cut their share by 15% under § 12 HeizkostenV.
General information, not legal advice.
Frequently asked questions
When can the tenant cut the heating costs by 15%?
The tenant can cut their share by 15% when you did not bill by use although that was possible, for example because no meters or heat cost allocators are fitted (§ 12 Abs. 1 HeizkostenV).
Which heating costs can I pass on?
You can pass on the running costs: fuel, electricity for the system, servicing and checks, and reading, calibrating and renting the meters (§ 2 Nr. 4 BetrKV, § 7 Abs. 2 HeizkostenV). You cannot pass on repairs, replacing the heating or upgrades.
By when must the Heizkostenabrechnung reach the tenant?
The Heizkostenabrechnung must reach the tenant within twelve months of the end of the billing period (§ 556 Abs. 3 BGB). After that you cannot ask for a back payment, but you still pay out any credit.
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