Wegweiser Citizens and Authorities · Your rights in administrative procedure Deutsch

🗂️ Access to files

As a party you may inspect the files, to the extent you need them for your rights.

access to files administrative file parties copies drafts electronic file secrecy

In brief

You are a party to a procedure. Then you may look at the file. Condition: you need the knowledge to assert or defend your rights.

Drafts and preparatory work are excluded until the procedure ends. The authority can also refuse access, for example where secrecy is necessary.

You may make copies by hand or ask for photocopies. The authority can charge you for the costs.

Step by step

  1. Make the requestIn writing to the authority; state the procedure and file number.
  2. State the purposeFor example: preparing an objection.
  3. Clarify appointment or sendingInspection at the authority; exceptions are possible.
  4. Request copiesMake extracts yourself or obtain photocopies.

Deadlines

No statutory deadline stated in the wording
Entitlement, to the extent necessary to assert or defend legal interests.§ 29 Abs. 1 VwVfG (federal; Länder: Art. 29 BayVwVfG, § 29 VwVfG NRW, Berlin VwVfG Bln, see overview); § 25 Abs. 1 SGB X
Watch out – common mistakes
  • The authority may refuse access on certain grounds (§ 29 Abs. 2 VwVfG (federal; Länder: Art. 29 BayVwVfG, § 29 VwVfG NRW, Berlin VwVfG Bln, see overview)).
  • Drafts and preparatory material are excluded until the procedure is concluded.
  • Costs for copies are possible; amount not checked here.
  • Separate rules apply to data access under the GDPR (DSGVO) and access to information under the IFG.
In depth · legal basis, figures and practice – for advisers and professionals

Entitlement

Under § 29 Abs. 1 VwVfG (federal; Länder: Art. 29 BayVwVfG, § 29 VwVfG NRW, Berlin VwVfG Bln, see overview), the authority must allow the parties to inspect the files relating to the procedure, to the extent that knowledge of them is necessary to assert or defend their legal interests. Until the procedure is concluded, this does not apply to drafts of decisions and the work directly preparing them. Under § 29 Abs. 2, the authority can refuse access if it would impair the proper performance of its tasks, would be detrimental to the welfare of the Federation or a Land, if matters must be kept secret by law, or if legitimate interests of the parties or third parties so require. Inspection takes place at the authority holding the file (para. 3).

Social law

§ 25 Abs. 1 SGB X corresponds to this in essence. Under para. 5, parties can make extracts or copies themselves or have photocopies provided by the authority; for electronic files, the authority can offer different forms of access, and it can demand reimbursement of costs.

Who is responsible
  • The authority holding the file
  • Lawyer (with power of attorney)
Further reading
Information about your data (Art. 15 DSGVO)Information from authorities (IFG)

Quick questions

Worum geht es bei „Access to files“?
As a party you may inspect the files, to the extent you need them for your rights.
Which deadlines and figures matter?
No statutory deadline stated in the wording: Entitlement, to the extent necessary to assert or defend legal interests. (§ 29 Abs. 1 VwVfG (federal; Länder: Art. 29 BayVwVfG, § 29 VwVfG NRW, Berlin VwVfG Bln, see overview); § 25 Abs. 1 SGB X)
What should I do first?
  • Make the request: In writing to the authority; state the procedure and file number.
  • State the purpose: For example: preparing an objection.
  • Clarify appointment or sending: Inspection at the authority; exceptions are possible.
What do I need to watch out for?
  • The authority may refuse access on certain grounds (§ 29 Abs. 2 VwVfG (federal; Länder: Art. 29 BayVwVfG, § 29 VwVfG NRW, Berlin VwVfG Bln, see overview)).
  • Drafts and preparatory material are excluded until the procedure is concluded.
  • Costs for copies are possible; amount not checked here.
Evidence
  • Gesetze im Internet, § 29 VwVfG, retrieved 20 September 2026
  • Gesetze im Internet, § 25 SGB X, retrieved 20 September 2026
As of

September 2026 · Sources and method

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