Assessing Service Charges for Tenants in the Netherlands

As a tenant in the Netherlands you may receive an annual settlement of service charges and utilities. It is important to know which costs are fair and reasonable, how to check the specification and what steps you can take if something is incorrect. This guide explains in clear language what you can do yourself: which documents you need, how to check calculations, when to object to the landlord or file a complaint with the Rent Tribunal, and what deadlines and burden of proof apply. The explanation is aimed at tenants without a legal background and refers to official sources in the Netherlands for further procedures.

What to check on the settlement

Start with the itemised settlement: check that each entry is explained and linked to a receipt or invoice. See if the allocation key is correct and whether charges are passed on that are not in the contract. Where possible, compare with previous years and look for one-off items.

• Check the specification of service charges and amounts paid.
• Keep and check documents, invoices and receipts as evidence.
• Watch for repair and maintenance costs versus structural improvements.
• Check the allocation key, deadlines and whether costs fit the contract.

How to collect evidence

Keep an organised file with all relevant documents: tenancy agreement, previous settlements, bank statements, photos and communications with the landlord. Note dates and times when problems occurred and keep estimates or invoices of works.

• Take photos of defects and preserve metadata or a timestamp.
• Keep payment proofs and bank statements of paid service charges.
• Request itemised invoices from the landlord by e-mail and keep the correspondence.
• Log phone calls: date, time and who you spoke to.

If you disagree: objection and procedures

First contact the landlord and ask for explanation or correction of the settlement. If that does not lead to a solution, submit a written objection and send it by registered mail or e-mail with delivery confirmation. You can ultimately file a request with the Rent Tribunal for assessment of service charges^[1], or in some cases go to the subdistrict court. Consult the Civil Code Book 7 for legal rules on rent and service charges^[2] and general procedural information on the government website^[3].

Frequently Asked Questions

Who pays which service charges?

The tenancy agreement determines which service charges the tenant must pay; unclear items can be requested from the landlord and checked against invoices.

Within what timeframe should I object?

Object within a reasonable timeframe to the landlord as soon as you notice errors; specific deadlines for submitting to the Rent Tribunal apply on their website.

When can I go to the Rent Tribunal?

If you cannot agree with the landlord about the reasonableness or specification of service charges you can file a request with the Rent Tribunal for assessment.

Step-by-step

1. Check the specification and compare paid amounts with your bank statements.
2. Send a written objection to the landlord and request clarification and copies of invoices.
3. If necessary, file a request with the Rent Tribunal and attach all evidence (photos, invoices, correspondence).
4. Watch deadlines and respond to summons or hearings; prepare your file well.

Key points

• Always keep copies of invoices and communication as evidence.
• Check whether charged costs are reasonable and contractually permitted.

Help and support / Resources

• Forms and information at the Rent Tribunal
• Wetten.nl — Civil Code Book 7 (tenancy law)
• Government.nl — information for tenants

1. [1] Huurcommissie — Request for assessment
2. [2] Wetten.nl — Civil Code Book 7
3. [3] Government.nl — Information for tenants