Charges reconciliation: to pay or to refund?
Each month the tenant pays a charges advance on top of the rent. At least once a year the landlord reconciles: they compare the total advances collected with the recoverable charges actually spent. This calculator works out the balance — a top-up owed by the tenant or an overpayment to refund — and suggests an adjusted advance. No sign-up, no data kept.
Understanding charges reconciliation
The landlord collects a monthly charges advance on top of the rent. This advance is a provision: it should closely match the actual recoverable charges (water, collective heating, upkeep of common areas, lift, household-waste tax…). At least once a year the landlord must reconcile by comparing the total collected with the expenses actually incurred, backed by supporting documents (art. 23 of Act no. 89-462 of 6 July 1989).
If the actual charges exceed the advances collected, the tenant owes a top-up. Conversely, if the advances exceed the charges, the landlord refunds the overpayment. One month before the reconciliation, the landlord sends the tenant the breakdown by charge type and, in collective buildings, the apportionment method; the supporting documents are kept available for six months.
When the reconciliation reveals a large and recurring gap, it is advisable to adjust the monthly advance for the coming year to avoid an abrupt catch-up. A sound advance is about one twelfth of the actual annual charges. This simulator suggests that adjusted amount from the charges over the period.
Two rules protect the tenant: if no reconciliation has been made for over a year, they may ask to spread the payment over twelve months; and charges that have not been reconciled lapse after three years. This simulator gives an indicative estimate and does not replace the detailed breakdown by charge type.
Frequently asked questions
What is a charges advance?
It is a monthly advance paid by the tenant on top of the rent, to cover recoverable charges (water, collective heating, upkeep of common areas, lift, household waste…). It is provisional: the landlord must reconcile at least once a year by comparing it with actual spending.
How often must charges be reconciled?
Reconciliation must take place at least once a year. One month beforehand, the landlord sends the tenant the breakdown by charge type and, in collective buildings, the apportionment method. Supporting documents are kept available for six months.
What if the landlord has never reconciled?
If no reconciliation has been made for over a year, the tenant may ask to spread the top-up payment over twelve months. Moreover, unreconciled charges lapse after three years: beyond that, they can no longer be claimed.
How do I adjust the advance for next year?
If the reconciliation reveals a large recurring gap, it is wise to adjust the monthly advance: it should be about one twelfth of the actual annual charges. This calculator suggests that adjusted amount directly from the charges over the period.
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