Which legal basis fits?
- § 29 VwVfG: as a party to an administrative procedure you may inspect the files insofar as needed to defend your rights. The states have equivalent rules.
- § 25 SGB X: the equivalent for social authorities — Jobcenter, health insurer, pension insurance.
- Freedom of Information Act (IFG): access to official information of federal bodies, even without your own case.
- Art. 15 GDPR: information and a copy of all data held about you — generally within one month.
There is no express statutory right to inspect tax files; the tax office decides at its discretion, though Art. 15 GDPR can help.
How to word the request
Re: Request for file access — ref. [file number]
Dear Sir or Madam,
in the above procedure I request inspection of the complete administrative file under § 29 VwVfG. Please give me an appointment or send copies. Alternatively, I request information and a copy of my data under Art. 15 GDPR.
Yours faithfully
If an objection deadline is running, file the objection on time as a precaution and announce the reasoning after inspection — a file access request does not extend any deadline. See sending an objection by post.
Process and costs
- Inspection is usually at the authority; copies or digital sending are often possible on request.
- Inspection under VwVfG is usually free, copies may cost a fee; IFG requests can be chargeable; the GDPR copy is generally free.
- Parts may be redacted to protect third parties.
Write the request in the letter editor and send it with proof.
Note: This article is not legal advice.