The reliability of company data is hugely important in Germany. The German Commercial Register (Handelsregister) ensures that key information about businesses is transparent and publicly available. This article explains company information records (Handelsregisterauszug), including when you need one and what information they contain. We also explain how to apply for a company information record and what costs to expect.

What’s in this article?

• What is a company information record?
  
• Why do businesses in Germany need a company information record?
  
• What information does the company information record contain?
  
• Where can I apply for a company information record?
  
• How much does a company information record cost?
  

What is a company information record?

A company information record is an official document containing basic information about a company registered with the German Commercial Register. The Commercial Register is a public directory maintained by the local courts that records all persons and companies considered registered merchants in Germany (see Section 29 of the German Commercial Code (HGB). This includes the following, among others:

• Limited liability companies (GmbHs)
  
• Limited liability entrepreneurial companies (UGs)
  
• General partnerships (OHGs)
  
• Limited partnerships (KGs)
  
• Stock corporations (Aktiengesellschaften, or AGs)
  
• Sole proprietors engaged in commercial business
  

The Commercial Register acts as a legal safeguard for companies and guarantees transparency. It ensures that important company data is publicly available, such as legal formation, management, and business purpose. For that reason, businesses undertaking commercial activities are usually required to file a registration statement with the Commercial Register. This statement contains notarized information concerning the legal and economic structures of the business.

This data is accessible to third parties. Public authorities, investors, banks, business partners, and private individuals can all request a copy of a company’s information record. Reasons for accessing this record can include to support decisions on granting loans, checking creditworthiness, or entering into business with a company. There are also a number of instances where businesses in Germany are obligated to present a copy of their company information record to public agencies or other institutions.

Why do businesses in Germany need a company information record?

By officially registering with the Commercial Register, a business acquires the status of a legal entity and can undertake actions as such. Companies in Germany also require a copy of their company information record for a number of different commercial, legal, and administrative processes. Here are a few of the most important examples:

Incorporating a company

When establishing many legal forms, a company information record is mandatory to confirm the legal existence of the company. In particular, this applies to the establishment of corporations where the extract is required for business registration (Gewerbeanmeldung), among other things.

Applying for loans and financing

Banks and financial institutions request copies of company information records to check a business’s creditworthiness. The record provides them with details on the company’s structure, liability, and powers of representation, which are fundamental to decisions on granting loans or financing. Usually, a copy of the company information record issued during incorporation is enough. However, if changes have been made since the initial filing—such as changes in the legal formation, company headquarters, or management—businesses must apply for an up-to-date record.

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Signing contracts and starting business relationships

When starting a new business relationship (e.g., establishing partnerships or supplier contracts), many businesses and institutions will ask for a copy of your company information record. This record serves as proof that the contract partner is an officially registered business and is, therefore, legally capable of concluding contracts.

Meeting legal requirements and statutory documentation

A copy of your company information record might be necessary in the event of legal disputes or requests from public authorities as a way of confirming the lawfulness of commercial business. This record acts as binding documentation for clarifying ambiguities related to powers of representation or company structure, for example. A copy of your company information record is also required to file for patents and trademark rights and to conduct mergers and acquisitions.

Complying with the tax office and other public authorities

Businesses in Germany also need a copy of their company information record for a variety of different filing processes, such as completing tax-related registrations, applying for subsidies, or registering with industry associations. This record confirms the company’s identity and makes it easier to comply with public bodies.

What information does the company information record contain?

The company information record contains a lot of information about a business. Here are the most important details:

• Company’s full name
  
• Legal formation
  
• Business purpose
  
• Addresses of the company headquarters and branches of subsidiaries
  
• Authorized representatives (e.g., managing directors, authorized officers, and limited partners)
  
• Business registration number
  
• Amount of share or nominal capital
  
• Court of registration with jurisdiction for the company
  
• Number of changes made to the company information record
  

Alternative versions of the company information record

Depending on their needs, companies can request alternative versions of their company information record containing different information and levels of detail. The simple company information record provides information on the company as it is currently recorded in the Commercial Register. However, it does not contain further historical or chronological filings. This version is frequently used in everyday business activities where an up-to-date overview of company information is needed.

In special cases, a company might need an official, certified copy of the company information record. For example, an official, certified copy is necessary when the company requires legal confirmation of company information, such as when concluding contracts or requesting loans. While the certified copy is expensive, it fulfills the requirements for legal validity.

Another alternative version is the chronological record that shows all filings a company has made in order of their registration. This is particularly helpful for understanding changes, such as a name or management change.

Companies that require deeper historical insights can obtain a historical company information record. This record documents all filings made prior to the transition to an electronic Commercial Register. This means it also contains older information that was filed in analog form.

It is also possible to request company proprietor records that contain basic information, such as company name, date of incorporation, and share capital. The publication details also show changes that have been made to the records.

Where can I apply for a company information record?

You can obtain a simple copy of a company information record online via the Common Register Portal of the German Federal States. After entering the name of the company, you can choose from different options: current, historical, or chronological record.

Companies can apply for an official copy of their company information record from the relevant court of registration. Requests usually have to be made in writing, and the document is mailed.

How much does a company information record cost?

In principle, you can view the Commercial Register free of charge through the Common Register Portal. You can also see current, chronological, and historical information on all registered companies for free, wherever this information is available.

Fees can apply for copies, printouts, and electronic transmission by the courts of registration. The exact costs can be found in the List of Costs under the Court and Notary Fees Act (GNotKG).

Here is an overview of the most important charges that can be found in Main Section 7: Special Fees of the GNotKG:

• Printout or uncertified copy: €10
  
• Official printout or certified copy: €20
  

Here are the charges for electronic transmission:

• Uncertified file: €5
  
• Certified file: €10
  

In addition, fees are charged for accessing the data available for registration numbers in accordance with the applicable rates of the state judicial portals. In general, these fees are currently the following:

• Current record: €4.50
  
• Chronological record: €4.50
  
• Historical record: €4.50
  
• Individual documents: €1.50
  

These amounts correspond to the fees currently charged for electronic register retrieval via the state judicial portals. For example, Saarland’s fees are outlined according to Nos. 400 and 401 of the fee schedule of the Judicial Administration Fees Ordinance.

You can also file requests directly via the Common Register Portal or relevant court of registration, but there are also private service providers who can provide copies of company information records for a fee. They handle the entire ordering process and deliver the records in the preferred format—digital, printout, or certified copies. This method of data transmission is often faster than going through the official channels. It is a particularly practical alternative for businesses or persons who require company information records on a regular basis or those who want to access multiple documents simultaneously.