Instructions for completing the cost and user statement

Energy expenditures

Costs for gas and district heating

Please provide us with your gas/district heating costs in euros and your consumption in kWh for the relevant billing period. If you have multiple invoices for this period, please send us copies. We will gladly calculate your exact consumption and associated costs using degree-day figures.

Costs for heating oil and wood pellets

Heating oil and wood pellets are stored fuels. Only the costs actually consumed within the billing period may be billed. Storage costs should be financed through advance payments, provided this has been agreed upon with the residents. Please provide us with the starting levels of oil and wood pellets in liters or kilograms and the corresponding amount in euros. Please also specify any additional purchases made during the billing period, including quantities and costs. Finally, we require the final levels of heating oil and wood pellets at the end of the relevant billing period. We will gladly handle the valuation of the remaining stock for you.

If you want to do the residual valuation and cost determination yourself: Correct residual valuation of heating oil and pellet supplies

Costs for heat pumps and solar systems

Please provide us with your electricity consumption in kWh and electricity costs for heat pumps and solar panels for the billing period. If you have multiple invoices for this period, please provide us with copies. We will then gladly calculate your exact consumption and costs based on degree days for the respective period.

To convert the stated electricity consumption into the resulting thermal energy, the seasonal performance factor (SPF) of the heat pump is required. This can be found in the documentation for your heat pump. If you are unable to obtain this information, we will assume an average SPF of 3,5.

Further information on heat pumps and solar systems can be found here:

Cost calculation for hot water with small solar thermal systems and heat pumps (www.minol.de/solaranlagen-und-waermepumpen)

Measuring and billing with solar power systems

Measuring and billing with heat pumps

Information on energy mix, taxes, levies, customs duties, greenhouse gas emissions and primary energy factors

According to Section 6a (3) of the Heating Costs Ordinance, building owners are obligated to provide their end users, i.e., tenants and owners, with so-called extended information as a supplement to the standard heating bill. This is intended to make residents more aware of their personal consumption patterns and to present the building's energy consumption and emissions more transparently.

Minol will include this information on your invoice based on the details you provided in the cost breakdown. This obligation applies to billing periods beginning on or after December 1, 2021.

More information can be found in our guide to completing the extended information on the heating bill.

Expenses for heating ancillary costs

Please enter the operating costs for the central heating system here. Typical heating-related operating costs are:

• Tank cleaning, boiler cleaning and furnace cleaning,
• Maintenance costs and customer service for the heating system,
• Chimney cleaning, emission measurement and inspection of fireplaces or exhaust gas paths,
• Additives, auxiliary materials, antifreeze and additives for heating systems and water supply,
• Electricity costs* for operating the central heating system,
• Costs for the preparation of the invoice by a specialist company like Minol (we automatically pass these on and you don't need to enter anything).

Here you can find out which additional heating costs may be included in the heating bill and which may not:

Eligibility of fuel and ancillary costs to be passed on in the heating bill

*Electricity costs for the heating system must be allocated in the heating bill. These costs must not be included in the general operating costs along with general electricity, such as for stairwell lighting. Therefore, please include the heating system's electricity costs in your cost breakdown and deduct them from the general electricity costs. Please then allocate this reduced amount as general electricity costs in your operating bill.

Further information: How to correctly determine and allocate the electricity costs of the heating system

expenses for water

Please provide us with your fresh water and wastewater consumption for the respective billing period, in cubic meters and in euros. If your water bill includes charges for stormwater runoff, please itemize these costs based on area within the cold operating costs. If you have multiple bills for this period, please provide us with copies. We will then gladly calculate your exact consumption and costs for the billing period, broken down by day.

Further information: Correctly billing for rainwater runoff

Expenditures for separate distribution

You only need these input fields if you want to distribute individual cost items differently than how they are normally allocated in the heating cost statement. Rental and maintenance costs for measuring devices are automatically distributed among the users by Minol and do not need to be entered separately by you.

Operating costs

This concerns the operating costs, also known as ancillary costs, excluding heating costs. Please provide us with the allocation key agreed upon in your rental agreement for each operating cost item. This is typically based on floor space, less commonly on the number of occupants or units. If you allocate costs based on the number of occupants, we require the number of occupants per unit.

Further information: Person-months in the utility bill

User list

Please verify the names of the listed users, which correspond to the last statement from the previous year. If there were any changes of user or name within the period, please provide the move-out date of the departing resident and the name and move-in date of the new resident. Please also indicate any vacancies in between if there was no seamless transition. You are also welcome to provide information on any heating cost prepayments made by the users. We will then show any credits or additional charges in the heating cost statement.

Further information: Correctly billing heating costs when tenants change

Further information: Billing procedure when a user moves out